Executive Assistant/ My Second Brain/ Notion Savvy

**Job Overview:**
We are seeking a highly organized and detail-oriented Virtual Assistant with expertise in managing multiple projects and social media management, including video and picture editing. This role will encompass administrative and operational support, and it is essential that the candidate has experience working with project management software like Notion. The Virtual Assistant will play a critical role in ensuring the smooth and efficient functioning of our organization.
**Key Responsibilities:**
1. **Administrative Support:**
– Manage and maintain calendars, scheduling appointments, and coordinating meetings.
– Prepare, edit, and proofread documents, reports, and presentations.
– Handle email correspondence and respond to inquiries on behalf of the team.
– Maintain and update contact lists and databases.
2. **Project Management:**
– Utilize project management software, such as Notion, to track tasks, deadlines, and project progress.
– Assist in task coordination, ensuring projects move forward efficiently.
3. **Communication:**
– Act as the point of contact between the team and external stakeholders.
– Answer and screen phone calls, taking messages or routing calls as appropriate.
– Draft and send professional emails and communications.
4. **Social Media Management:**
– Develop and execute social media content plans across various platforms.
– Engage with the audience, respond to comments, and manage social media accounts.
– Analyze social media metrics to track performance and suggest improvements.
5. **Video and Picture Editing:**
– Edit and create visually appealing videos and images for various purposes.
– Basic graphic design skills to enhance content for social media and presentations.
6. **Data Management:**
– Organize and maintain files, records, and documents in a structured manner.
– Perform data entry, manage spreadsheets, and generate reports as needed.
7. **Research and Analysis:**
– Conduct online research on various topics to provide information and insights.
– Summarize findings and present data in an easily understandable format.
8. **Technical Support:**
– Provide basic technical support for virtual meetings and communication tools.
– Assist team members with software and technology-related issues.
– Basic understanding of AI software.
**Qualifications:**
– Proven experience as a Virtual Assistant or in a similar administrative role.
– Proficiency in project management software, particularly Notion and zapier.
– Proven experience in social media management and content creation.
– Video and picture editing skills using relevant software.
– Excellent communication skills, both written and verbal.
– Strong organizational and time management skills.
– Proficiency in Microsoft Office suite and common virtual communication tools (e.g., Zoom, Slack, Google Workspace).
– Familiarity with AI tools such as Chat GPT
– Familiarity with online research techniques.
– Ability to handle confidential information with discretion.
– Self-motivated, detail-oriented, and able to work independently.
– Flexibility to adapt to changing priorities and tasks.
Note: We are looking for someone with a positive outlook and can-do attitude, who will lighten the workload. Please be great with communication and critical thinking skills. I do not want you to wait for me to tell you what to do! I want you to be savvy enough to predict what I will need and catch what I will miss.
**How to Apply:**
Interested candidates should submit their resume and/ or website outlining their relevant experience and qualifications,
To apply
1. Change the subject line to “Your Perfect VA (Your Name) (year) ”
2. At the top of your message write a few sentences on why you would like this position, and why you are a good fit.
3. Provide a writing sample, a graphic design sample, and a video editing sample.
4. Under that put the answers to the following questions, and include the numbers to make it easy for me to read.
How many clients do you have right now?
Are you able to work US hours?
Do you work weekends or nights?
If you had a deadline due today but your laptop crashed, what would you do?
Do you outsource any of your own work?
What security measures do you have in place?
What are your favorite tools/apps to work with?
Do you have any references or prior work I can view?
Anything additional you want us to know?