Virtual Assistant

Job Description:

Our administrative assistant will be working on back office tasks to make sure our business is running smoothly. You’ll be helping us to manage our leads, contacts, and existing customers.

Daily Responsibilities:

Sending a daily report via email of the ongoing and completed tasks.
Responding to emails, Facebook and Instagram DMs, and form submissions to qualify leads and book consultations (when appropriate).
Organize and keep current multiple deal pipelines inside of ActiveCampaign CRM. These will include client testimonials, sales, and outreach for product launches. You’ll also be responsible for completing tasks delegated to you within these pipelines.
Organize email inbox to remove spam and forward important emails when appropriate.
Perform scheduling of group or 1-on-1 appointments inside of Acuity Scheduling and in Zoom or Click to view. You will also be responsible for reaching out to and scheduling clients based on the frequency in their contracts.

Technical Skills:

To qualify for this position, you will need to have either 1 year of experience (preferable) or the desire to learn about and improve your skills in:

Customer service
Calendar management
Appointment setting

Soft Skills:

We work in a customer-centric business where our priority is to make sure our customers feel that we care about them and listen to their needs. With this in mind, it’s important that you will be:

A strong communicator, with command over the English language (written more than verbal, but verbal a plus!)
Detail-oriented, paying attention to detail to personalize communication when necessary
Able to prioritize work tasks to ensure turn-around time on pressing issues is minimal

Basic/Additional Skills:

In addition to these skills, you’ll need to use the applications below. You don’t need to be an expert in them, and most of our business processes are simple. However, you need to be willing to learn how to use them, be able to follow directions closely, and eventually find your own method of utilizing the software to optimize processes (and make your job easier).

Google web search
Instagram
Facebook
Active Campaign
Acuity Scheduling
Teachable
Click to view
Adobe Acrobat
Gmail
Google Docs
Google Sheets
Zoom
Slack
True Coach
TypeForm or Formfacade
Time management or time-tracking software
Canva

Additional Technical Skills & Experience:

We’re looking for someone who can grow with us through this process. While not required, if you can also offer value in these areas, it would be a huge plus:

Drafting, scheduling and posting social media posts (mainly Instagram)
Simple video editing skills to apply captions to short-form content or turn long-form content into smaller clips
Graphic Design in Canva to take video content and synthesize it into simple pdf guides

Work Schedule & Holidays:

This is a part-time position, requiring 4 hours of work per day, 5 days a week. Hours and days are negotiable.

At least part of your schedule will need to overlap with our working time-zone for meetings. This will require you to work some evenings, since we are in EST (12 hours behind), and this will allow us to meet in the morning EST, evening GMT +8.

You’ll qualify for 10 paid sick/vacation days (personal time) per year after a 6-month probation period. During the initial period, you’ll earn an hour of paid personal time for every 30 hours worked.

We honor most (if not all) Filipino Holidays.

Salary:

The salary for this position is $600/month for part-time work. 20 hours per week.

Perks/Benefits:

Once past the 6-month probation period, you will be eligible for commissions on converted appointments using the cold outreach DM script that you will be trained on.

Trainings Provided:

If accepted, you will be provided with training in written, video, and real-time coaching forms (as needed) for the software applications that you’ll be using. We will make sure that you feel confident using the software exactly as we do and will expect that you’ll refine your skills over time and eventually be responsible for developing and updating our processes.

Career Advancement:

You’ll be working with the founder (me, Dr. Greg Chaplin, PT, DPT, CSCS). As we grow, you will have the opportunity to transition to full-time work and eventually to manage your own team of VAs. As we work together, you’ll be able to grow into the roles and responsibilities that best suit your talents and aspirations.

To keep you on track with advancement, we will be doing performance reviews once per quarter. The performance criteria will be outlined clearly in a separate document. The key performance indicators will be clearly defined. If you are hitting the benchmarks consistently, you will be eligible for a minimum 2% raise each year and up to a 5% raise per year (or more, at our discretion) for superior performance.

We reserve the right to renegotiate your salary structure with you if we think that we can find an agreement that is better suited for both parties.

How to Apply:

When you apply, put the name of your favorite muscle in between the words Virtual Assistant. For example, Virtual Abdominal Oblique Assistant. Let’s see if you read this post, LOL! If so, I look forward to speaking with you!