We are seeking a full-time, Senior Executive Assistant who can assist the owner-operator of two small businesses (one is a financial advisory/consulting practice, the other is a B2C subscription delivery company). Responsibilities and attributes sought after include but are not limited to those listed below.
The job role is building, creating, setting up, and managing systems and processes for the business to be efficient and productive so that the Owner can spend more time focussing on working on the business rather than in it.
Rate: $1000 monthly (40hrs/week)
Required Attributes:
– Willing to work in the ADT timezone
– Excellent English (written and verbal), Strong written and verbal communication
– Initiative and critical thinking
– Ability to provide perspective re. business strategy and implementation
– Lateral/first principles thinking as an approach to solving problems
– Attentive to detail & Quick learner
– Not afraid of making mistakes & Willing to accept and provide feedback
– Ability to work with and take a leadership role with an existing VA team
– Work independently, but as needed work while screen sharing
Preferred Attributes:
– College degree or equivalent (please detail)
– Familiar with implementing business operating systems (e.g. EOS)
– Able to work on weekends from time to time (flexible days off)
Responsibilities:
1. Manage Client
– Regular briefing including to-dos, progress reports etc.
– Help the Client to become more effective including suggestions around improvement of delegation, areas where you see you can assist with processes etc.
-Assist with personal (non-business tasks) e.g. record birthdays into Google Calendar, Calendar personal tasks / to-do someday list etc.
2. Administration
– SOP development
– Email & Calendar Management
– Project Coordination and Management
– Document Preparation
– Manage other service providers as appropriate
3. Technical Assistance
– Assist with creating work product – this may range from financial modelling and analysis to drafting, proof-reading and formatting of documents
– Critical thinking – this will include thinking about internal issues/opportunities as well as thinking through how to better address clients’ engagement-specific and broader needs. Expect process mapping and brainstorming
– Identify and implement improvements to the business including learning about new uses of AI and other tools to add value
4. Marketing / Customer Acquisition
– Marketing strategy, development of collateral, delivery, and tracking of data to see what works and what doesn’t
– PPC Management
– Social Media Management
– Development of marketing collateral (video, graphics, other).
Expectations:
– Regular check-ins for progress monitoring and strategic planning
– You are being hired as a knowledge worker. Ask questions. Challenge assumptions. Effective work on the right things is more highly valued than hard work on things that don’t move the needle.
– Things do not need to be perfect for the first draft. I am more focused on iterating and evaluating quickly, making sure we are directionally correct first and then we can revise and refine.
– Where significant resources are required or there may be confusion or lack of clarity, reach out
– Where appropriate, automate/make processes scalable and repeatable.
– I do not expect you to be an expert in everything. I do expect you to highlight areas where you may be stronger AND those where you may be less strong so that we can resource appropriately and get others to fill in the gaps. We are looking to build a team.
– I do not have all the answers. I expect you to suggest tools that you may prefer or find more effective, ideas and resources, etc.
– Use your reasonable judgment but ask questions as needed.
Tools and Technology: WhatsApp, Loom, Canva, Zoho Suite, AI tools and more
Application Process:
1. Provide Resume, Portfolio, and Cover Letter as appropriate to
2. Record a short video (3 mins or less) on Loom (/) on how you would manage your time with the tasks and responsibilities above mentioned.
3. Complete the Skills Assessment – /24105
4. Provide results of the following via email:
– DISC Personality Assessment – /disc-personality-test/
– Work Values Assessment – /work-values-test/
5. Initial Zoom interview (to be communicated via email)
APPLY FOR THIS JOB:
Company: Kooshy Kids / Ms Fierce
Name: Lourdes Ortega
Email: