Virtual Assistant to Founder

Virtual Assistant

We are looking for a responsible Virtual Assistant to provide personalised administrative support to the founder in a well-organized, detailed and timely manner. This person must be quick to act, friendly, outgoing and extremely detail-oriented with a high sense of urgency and ability to prioritize.

At Awareness Coaching, we help entrepreneurs discover inner freedom and growth, using practices from ancient wisdom tradition adapted for the modern world of business.

Our awareness method combines coaching programs, meditation practices and a community of entrepreneurs. Our proven coaching and meditation practices are built for entrepreneurs by an entrepreneur.

RESPONSIBILITIES :
– Dealing with incoming emails, inquiries on behalf of the founder, acting as a liaison when appropriate
– Attending and organizing meetings while making sure the founder is well prepared & that all notes/action items are taken/distributed quickly using AI
– Organizing travel and itineraries
– Overseeing all Administrative needs/request from founders direct reports (i.e. Paid Subscription Accounts, Meetings)
– Scheduling personal and business appointments for founders insurance updates, software license renewals and any other things for both personal and business needs
– Creation/Delivery of founders’ weekly and monthly presentation slides internally and externally
– Act as first point of contact for founder and identify priorities before they reach founder
– Manage all direct reports’ time tracking, holiday requests, escalating to founder when appropriate
– Creation/Delivery of any custom reports requested and/or required by the founder
– Collaboration with Finance to ensure relevant expenses are properly documented for Accounting Team
– Ensure new hire onboarding is done to the founders expectations, and that all new hires are onboarded with proper access to Operational systems
– Drafting emails and policies on behalf of the founder as requested
– Engaging on social media platforms IG and linkedin to comment, like and add new entrepreneurs to founders network – training provided by founder
– ANY other duties deemed necessary by the founder

RESULTS
– All appointments, meetings, events are calendared quickly and reminders are set to preference
– Founders email is organised with labels and everything up to date
– All employee and business critical documents are saved and filed properly
– All travel is correctly booked and input into calendar
– Any and all interactions not needing the founder directly are screened and handled based on priority, reaching out to other Leaders and staff as needed
– Vital business and any/all personal appointments are prescheduled
– All meetings are prepared for and documented at least 2 days prior
– All VA action items are properly tracked/updated daily within the Project Management system
– All events are planned, coordinated, and managed ahead of time
– Team Members do not have to ‘search’ or ask for answers, you find and deliver the answers to them
– All Founders direct reports continue to feel supported and do not require direct communications with the founder on a daily basis
– Founder is immediately looped in on conversations he should be aware of (if not already)

REQUIREMENTS
– Positive personality and can-do attitude is a must
– Works well under tight deadlines and pressing situations
– Understands the differences in time zones and adequately books meetings for relevant parties
– Has high tolerance to stress and is ‘unwavering’
– Ability to adapt to a start-up company and changing role
– Expert communication skills
– Efficient with email, phone, scheduling, etc.
– Working knowledge of GSuite – Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs
– Flexible working hours based on founders needs and schedule (founder is located in Peru on EST timezone at present)
– Innate ability to seek out answers from other sources and problem-solve with little input from founder
– Able to consistently maintain a positive, can-do attitude and reflect the demeanor of founder
– Quick to pick up on new technology/apps (i.e. PandaDocs, GHL, Slack, Asana and more)

To Apply

Add the subject for the application as codeword “meditation”
Include your resume and a short video telling us why you’d like to be part of the Awareness Coaching team and why we should hire you.
Include your portfolio of work and any references or video testimonials from clients

Pay is dependent on experience.

The hours of this position will be on EST time normal business hours or afternoon / evening EST.

Job Type: Full-time