Virtual Office Assistant

– Seeking an assistant to start with email and calendar management, then take on more responsibility as the business grows and transitions to full-time
– Candidates should be interested in a long-term engagement.
– Be coachable and tech-savvy
– Good writing skills and/or experience with ChatGPT
– Candidate should be highly organized and a self-starter

Responsibilities may include:

Email management
– Drafting responses (develop templates as necessary)
– Ensure all communication loops are closed
– Bi-weekly status updates for client
– Send out meeting scheduling links on behalf of the CEO, as appropriate
– Ask for clarification from the team and clients, as necessary
– Adding relevant articles and industry news to the “good reads” Slack channel
– Organize and tag Google contacts
– Communicate on my behalf to set time expectations
– Make unsubscribe recommendations

Calendar Management
– Review calendar conflicts
– Schedule follow-up meetings
– Provide reminders about deadlines and upcoming meetings to prepare for

Project Management
– Populate tasks in the project management system for both internal initiatives and client projects
– Review the Notion Project and Tasks lists to identify projects that are at risk and client work

Bookkeeping and Invoicing
– Support with monthly invoice drafts, as needed
– Draft invoice emails or develop a template
– Populate work completed
– Review time tracking tool for contractor payments
– Follow up on unpaid invoices

CRM & Biz Dev
Review Honeybook to identify opportunities for follow-up and draft emails
– Ensure all contact information and onboarding materials are collected
– Prospect research
– Ensure prospects get added to the newsletter
– File Management & Storage
– Move email attachments to Google Drive and link them in the appropriate places, such as Slack & Notion
– Identifying and qualifying leads
– Creating and maintaining cold-calling scripts
– Maintaining pricing and scoping lists. Review with team quarterly

Marketing Support
– Proofreading and scheduling CEO social media posts
– Basic Canva knowledge to make edits to posts and presentations
– Use AI to prep blogs from video scripts
– Moderate social media comments
– YouTube Uploads and captions from templates