Inbox Management & Admin Support

Job Overview:

We are looking for a proactive Virtual Assistant who can provide exceptional organization and communication skills. If you excel in managing details and facilitating effective communication, we have an exciting opportunity for you. Join our team and take on the role of a Virtual Assistant, where you’ll play a crucial part in efficiently managing our client’s inbox and offering comprehensive administrative support. You will also keep an open dialogue with the founder about your tasks and ways to improve the efficiency of the company.

Responsibilities for Magnet VAs:

Inbox Management:

– Prioritize incoming emails, ensuring urgent messages are promptly addressed.
– Respond to inquiries, forwarding relevant information to appropriate parties when necessary.
– Inserting company details on contracts and sending these contracts to the relevant companies
– Flag and categorize messages for easy retrieval and reference.
– Maintain a list of warm leads and nurturing these to convert them to deals for the company in the future
– Collaborate with team members and stakeholders to address emails that require cross-functional attention.
– Work with contractors on Upwork to find relevant freelancers and pay them
– Assess previous email campaigns to see the highest converting ones.
– Work on building out a list of buyers and finding relevant information online for these buyers
– Proactively track and follow up on pending tasks, commitments, and agreements to ensure timely completion.
– Utilizing Lemlist & Mailarrow for outbound email campaigns.
– Using Lemlist to extract excel reports from past email campaigns and recycling non-responder emails for future campaigns.
– Leveraging Chat GPT to create compelling outbound email content.
– Creating companies in Hubspot and managing the pipeline for these companies

Communication Coordination:

– Act as a liaison between internal teams, clients, and external partners.
– Ensure timely distribution of relevant information to all stakeholders.
– Coordinate and schedule meetings, ensuring all participants are informed and prepared.
– Provide clear and concise communication, clarifying details and addressing any concerns.

Document Handling:

– Draft, format, and proofread documents such as NDAs, contracts, and schedules.
– Ensure accurate distribution of documents to relevant recipients.
– Organize and maintain a centralized repository for easy document retrieval.
– Monitor document expiration dates and proactively initiate renewal processes.

Contract Management:

– Monitor contract timelines and milestones, ensuring compliance with agreements.
– Coordinate contract reviews and approvals, liaising with legal and relevant parties.
– Keep track of contract terms, renewals, and amendments.
– Assist in preparing and collating necessary documentation for contract negotiations.

Calendar Management:

– Schedule appointments, meetings, and events based on availability and priorities.
– Coordinate with internal and external stakeholders to align schedules.
– Provide timely reminders and updates regarding upcoming engagements.\
?- Make adjustments as needed to accommodate changes and ensure optimal time utilization.

File Organization:

– Organize and maintain digital files, including documents, and other important information.
– Develop a structured filing system for easy retrieval and accessibility.

Any other tasks related to the items above that may be assigned from time to time.

Requirements:

Proven experience as a Virtual Assistant or in a similar administrative support role.
Excellent organizational and time management skills.
Strong attention to detail and the ability to multitask effectively.
Proficient in using productivity tools and software, including calendar management and file organization.
Strong written and verbal communication skills.
Discretion and confidentiality when handling sensitive information.
Self-motivated, proactive, and able to work independently.
Has the mindset to succeed along with the company.

Schedule:

CET – Flexible as approved by client
Initial Schedule set at 8AM – 4PM CET (1PM – 9PM Manila)

PLEASE APPLY TO THE LINK BELOW:
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