We are seeking a skilled Virtual Assistant with experience in automation tools, specifically (formerly Integromat) or Zapier, to help set up a comprehensive workflow for our coaching business. This role involves creating an efficient, automated process from initial client contact to service delivery, contract management, invoicing, follow-up communication, and meeting management.
In addition to automation, you will be responsible for developing a coaching portal and CRM in Notion, managing and improving templates, and proactively suggesting new automation ideas. Fluency in English is essential for clear communication and writing tasks. A sense of design for creating visually appealing templates is a plus.
Responsibilities:
• Integrate Calendly with Notion to capture client booking details.
• Monitor a Notion database for new client entries and trigger subsequent automation.
• Extract relevant information (name, email, phone, intake details) from new Notion items.
• Generate and send Adobe Sign agreements based on selected products and client information.
• Monitor Adobe Sign agreement status and trigger subsequent actions upon completion.
• Generate and send Stripe invoices after agreements are signed.
• Follow-up if agreements are not signed within a specified period.
• Send service package guides via email after initial calls.
• Send thank you emails and onboarding information after payments are made.
• Add clients to Slack and create dedicated channels with welcome messages.
• Generate Google Drive folders with multiple template files for each client.
• Send notifications via Slack and email for each step of the process.
• Monitor Google Calendar for meeting changes and send follow-up emails after meetings.
• Develop a coaching portal and CRM in Notion.
• Manage and improve Notion templates for various processes.
• Proactively suggest and implement new automation workflows.
• Maintain clear and effective communication in English for all writing tasks.
• Design visually appealing templates for use in Notion and other tools.
Workflow and Business Intent:
Client Booking via Calendly:
• Clients book appointments through a Calendly link, providing their name, email, phone number, and some basic intake details.
• This data needs to be automatically piped into a Notion database.
Create New Item in Notion:
• When a client books an appointment, their details are added to Notion.
• Utilize Notion’s DB template creation to structure new entries with subpages and sections.
Initial Call and Follow-Up:
• After the initial call, a button in Notion should trigger the sending of a service package guide via email, tailored to the relevant products/pricing and the suggested tier for the client.
Generate and Send Adobe Sign Agreement:
• An agreement is generated in Adobe Sign based on the details from the Notion item. The agreement is sent to both the client and the coach for signatures.
Monitor Adobe Sign Status:
• Track the status of the Adobe Sign agreement and trigger the next steps upon completion.
Generate and Send Stripe Invoice:
• Once the agreement is signed, generate an invoice in Stripe and send it to the client for payment.
Follow-Up if No Signature:
• If the agreement is not signed within a specified period, send a follow-up email reminder to the client.
Payment and Onboarding:
• After the client makes the payment, send a thank you email along with onboarding instructions and add the client to a dedicated Slack channel.
Document Management:
• Create a Google Drive folder for the client, containing template files personalized for the client.
Meeting Follow-Up and Monitoring:
• Monitor Google Calendar for meeting changes and send follow-up emails after meetings.
Notification System:
• Throughout the process, notifications are sent via Slack and email to keep the team informed of each step’s completion.
Required Skills:
• Proven experience with (formerly Integromat) and automation setup.
• Familiarity with Notion, Adobe Sign, Stripe, Slack, Google Drive, Google Calendar, Calendly, and email integrations.
• Ability to create and monitor complex workflows and handle conditional logic.
• Strong communication skills and fluency in English.
• Basic design skills for creating visually appealing templates.
• Ability to code in Notion or willingness to learn.
• Proactive mindset to suggest and implement new automation ideas.
• Strong attention to detail and problem-solving skills.
How to Apply:
Please submit your resume, a brief cover letter detailing your experience with and similar projects, and examples of previous automation workflows you have set up. If you have experience with Notion or can demonstrate an ability to learn its coding capabilities, please include that in your application. Additionally, provide examples of your writing skills and any design work related to templates. Add the word “Auto Bug” in the title of your application.
Also include your recommendation for vs. Zapier based on the costs and integration endpoints of this specific workflow (e.g. task-based vs. poll-based pricing).
Potential longer term work:
If you are successful, especially at improving processes, writing, and finding new ways to improve the client experience and operate better, we will have ongoing need for a VA specialized in automations.
APPLY FOR THIS JOB:
Company: Treantly
Name: Colin Late
Email: