Virtual Assistant – Administrative and Operations Support

Position Overview:
We are seeking a highly organized and skilled Virtual Assistant to provide administrative and operational support, with proficiency in QuickBooks and Good Shuffle software. The ideal candidate will have experience managing on-the-ground teams, handling scheduling tasks, and coordinating logistics efficiently. Strong communication skills in English, both written and verbal, are essential for managing email correspondence, calendar appointments, and conducting sales calls. Additionally, the ability to create invoices, oversee daily check-ins, and manage social media engagement on platforms like Facebook and Instagram is crucial for this role.

Responsibilities:

Administrative Support and Team Management:
Utilize QuickBooks for invoicing, expense tracking, and financial reporting.
Manage schedules and coordinate tasks for on-the-ground teams using Good Shuffle software.
Conduct daily check-ins with team members to ensure tasks are on track and provide support as needed.
Assist with scheduling and coordinating appointments, meetings, and travel arrangements.
Handle email management, responding to inquiries promptly and maintaining organized communication channels.

Sales and Customer Engagement:
Make outbound sales calls to schools to promote products or services, following up on leads and inquiries.
Provide excellent customer service by addressing inquiries, resolving issues, and maintaining positive relationships.
Create and send invoices to clients promptly, ensuring accuracy and timeliness in billing processes.
Utilize social media platforms like Facebook and Instagram to engage with customers, respond to messages, and share relevant content to drive brand awareness.

Operational Efficiency and Process Improvement:
Identify opportunities to streamline processes and improve efficiency in administrative tasks.
Implement best practices for inventory management, pack lists, truck lists, and labor scheduling within Good Shuffle software.
Collaborate with team members to optimize workflows and enhance overall productivity.
Provide training and support to team members on software usage and operational procedures as needed.
Task Examples for Candidate Assessment:

QuickBooks Proficiency Demonstration:
Create a sample invoice and expense report using QuickBooks, ensuring accuracy and completeness in financial documentation. Present a brief overview of the process in a written document or video format, highlighting key features and functionalities of the software.

****Good Shuffle Operational Task: (Immediate hire if you can demonstrate command of use of this platform)
Use Good Shuffle software to create a pack list and truck list for an upcoming event or project. Demonstrate proficiency in organizing tasks, assigning resources, and optimizing logistics to ensure smooth execution. Provide a summary of your approach and any insights gained from using the software.

Social Media Engagement Exercise:
Develop a content calendar for Facebook and Instagram, outlining a week-long schedule of posts and engagement activities to increase brand visibility and audience interaction. Include strategies for responding to comments, engaging with followers, and measuring the effectiveness of social media efforts. Present your content calendar in a visual format, with explanations for each post and engagement tactic.

Note: Candidates are encouraged to choose tasks that align with their skills and experience, showcasing their ability to fulfill the responsibilities of the role effectively. Attention to detail, proficiency in software usage, and strong communication skills are key attributes we are looking for in candidates.