Virtual Assistant

Virtual Assistant
Date With the Muse
Click to view

If you can commit to and live with the following principles, then you are the type of person who will be successful and help our company thrive. If you feel this level of engagement is not right for you or that you’re not willing or able to participate with us at this level, we are not a good fit for you.

Our expectation is that you will take the steps necessary to do what you say you are going to do and be accountable for your actions. You are committed to excellence and take pride in a job well done.

We understand that not every person is ready for this level of performance and we appreciate the honesty of those who decide this is not the right place for them. On the other hand, you would make an ideal candidate to join our company if you are willing to commit to the following principles:
Accountability: see it, own it, solve it, do it
Become part of the solution
Respect for others and their feelings
Act now.
Ask the question: “What else can I do?”
Ask the questions: “What coaching do you have for me?” and “What can I do better?”
Personal ownership and pride
Reject average
Show others that you care

—-
The Virtual Assistant must be familiar with company policies and procedures. The Virtual Assistant oversees all business office functions and is responsible for ensuring policy and procedure compliance in all related areas. He/She interfaces with the entire team including clients, interns, Social Media Managers, Book keeper, and writing coach & editors.
This is a critical role that will support the Date With the Muse CEO. The Virtual Virtual Assistant will play an integral role in the coordination of everything that moves our team’s work forward: logistics and administrative management, and supporting the overall workflow of the organization.
The qualified candidate will work in close partnership with the CEO, assisting the business operations of the organization. The Virtual Assistant will serve as the first point of interaction for a diverse set of clients and potential clients our organization serves. They will ensure all team work is of high quality and on time.
The successful candidate will be committed, focused, highly responsive and attentive to details, and ready to enthusiastically contribute to moving writers toward their publishing dream.

What You Will Do
The Virtual Assistant will play an essential supporting role in tasks such as but not limited to:
Outward Communication
Oversee CEO’s calendar & be the first line of response for VIPs/employees needing her time.
Correspond with other team members (reminder emails, clarifying questions, sending and receiving updates)
Schedule podcast guests and followup on reminders/collect release information
Screen internship applications
Screen help desk/service desk for new form entries (checking for new leads and categorizing them correctly)
Screening the admin email for email campaign replies and responding according to established templates
Helping to communicate with other contacts (both VIP and CEO’s personal contacts) as needed
Internal Communication
Sending weekly reminder emails (downloading videos off zoom, updating metrics, announcements, weekly meeting reminders)
Run Team meetings
First line of response for questions from the team
Partially oversee Virtual Assistant and other employees and checking on their project updates
Main touch point for team members
Clean out Zoom recordings and ensure Vimeo privacy settings are secure
Other Tasks and Projects
Help to ensure business is running smoothly
Oversee operation of the business when CEO is out of the office
Expand and organize CEO’s speaking gigs.
Keep up to date on procedural updates, and oversee team member procedural updates
Keeping up with the daily communications and tasks, and keeping reminders in front of CEO
Attend conferences with CEO as appropriate
Assist in creation of quarterly marketing plan including content schedules across all platforms
Working on other assigned projects (website updates, video scripting, email campaigns)
Being fully present and engaged in meetings, gathering and offering constructive ideas, feedback, and support.
Serving as a professional, respectful, and committed representative of Date With the Muse at all times.
Scheduling email campaigns based on an evergreen calendar
Other responsibilities deemed necessary.

What You Bring
We are looking for awesome people. Bring us your diverse backgrounds and experiences. If you are moved by our mission and are motivated to help writers reach their author lifestyle dream — apply. You’ll feel at home here if you love being a part of a community of learners, enjoy working hard — but with purpose and vision — and bring dedication, humility, and humor to the challenges you encounter.
Additional Qualifications Include
An Associate’s degree, or minimum of three years of professional experience offering executive and/or team support.
Strong experience in coordinating a team, monitoring timelines, issuing reminders, and holding team members accountable.
Project management experience a plus.
Experience using Google Docs, Zoom, Acuity Scheduling, WordPress, and gmail suite
Strong computer proficiency and overall comfort with tech, with a high-speed, reliable internet connection
Strong ability to work in a number of contexts: independently and under direct supervision.
Flexibility, adaptability, commitment and energy – and enthusiasm for working as part of a close, dedicated team.
Completely fluent communication skills in written and spoken English
Relationships
This position reports to the CEO and works in support of the DWTM team.

Schedule:
8 hour flexible shift
Monday to Friday, with occasional weekend work
Work Location: Virtual.
Qualified applicants are encouraged to apply as soon as possible. To express interest please submit a cover letter detailing why you are uniquely qualified for this role, a resume, and THIS DISC profile, sent via PDF Click to view/VO/d79da28e/en

Email materials to Click to view with the subject line Virtual Assistant Application

Interviews will be conducted on a rolling basis. This part-time position begins in January 2024.