Job Summary
Position Summary:
Responsible, under minimal supervision, for managing the logistics of her coaching practice, including all communication, scheduling and coordination of all activities. Works well independently with minimal direction. Is described by others as awesome to work with, a quick study, self-directed and consistently exceeding expectations. (Individuals without these attributes would be unhappy in this role.)
This position is ideal for someone who:
Wants to make a difference in the world through their support of others
Prefers to work independently, with minimal direction/interaction
Likes to learn new things and learns quickly
Wants to work full time for one person in one business, performing a variety of rolls
Can provide their own medical/health benefits
We are in search of someone with the following:
Attributes/attitudes:
Makes Sound Decisions
Possesses and uses exceptional judgment
Utilizes the 80/20 rule - knowing when 80% will do and when 100% is needed
Understands the business and the context in which decisions are made
Executes with acuity
Is extremely detail-orientated
Works quickly, thoroughly, and efficiently, consistently checking own work for accuracy
Demonstrates strong seamless follow through, no reminders needed
Makes very few mistakes and owns them when they do occur
Takes Initiative and Is Resourceful
Is a self-starter, does things because they make sense and will help, not because asked
Is knowledgeable, resourceful, and figures things out on their own
Possess a sense of urgency and timeliness
Takes responsibility for own work
Anticipates what is needed
Attributes/attitudes: (continued)
Is Adaptable and Flexible
High availability and responsiveness throughout the week
Is comfortable setting own schedule and organizing own work
Likes multi-tasking and can keep it all straight
Prefers working independently, comfortable with minimal in-person interaction
Has a high EQ (emotional intelligence)
Works well with a wide variety of people
Is an extension of the brand with clients
Is genuinely helpful, takes pride in work, works for the joy of it
Skills/Abilities
Excellent writing skills
Exceptional organizational skills
Picks up new skills and technologies quickly
Adept at using Word, Excel and Powerpoint
Possesses or is willing to develop excellent presentation skills (to the point of mastery)
Is comfortable working with numbers
Is adept at planning, planning processes and project management
Experience
3-5 years of experience as an Exec Admin
Virtual Assistant - 27+ Hours weekly
The responsibilities of this position could potentially scale up depending upon the talent, capability and desire of the person. As a starting point, this is what it would look like:
Manages my calendar with care and attention to detail
o Set appointments with clients and prospects and other contacts
o Anticipates calendar and travel issues and resolves them
o Proactively secures meetings with clients and prospects to optimize time and revenue
o Tracks clients' schedules with what's in their membership agreements
Managing the accounting for the business
o Tracks clients' payments with what's in their membership agreements
o Sends invoices as necessary
o Learns and manages QuickBooks for the business, categorizing income and expenses
Helps create and manage unique and meaningful client/prospect events
o Proactively identifies dates/times/details for quarterly dinner events
o Creates and sends invitations
o Selects and manages caterers and vendors
o Manages all event logistics
Tracks coaching hours
Supports the development of visually attractive powerpoint presentations
Actively manages prospect pipeline
o Enters contacts with prospects into CRM
o Recommends marketing campaigns for prospects
o Proactively tracks and recommends marketing next steps for prospects
Actively manages website
o Proactively recommends content for the site
o Manages site content working with website developed
o
Administers assessments for clients accurately and on timely basis
o Sets up assessment materials
o Knows and understands assessment systems
o Collects and aggregates assessments as needed
o Sends assessment reports to clients
Follow ups on miscellaneous client requests in a timely and friendly manner
Comfortable with technology of all kinds. Possesses Excel, Word and PPT skills. Capable and welcoming of learning new technological skills.
NOTE: Initially this position will be 80% Scheduling and Calendar Management. Once the VA has mastered those skills and can manage their time, the other tasks will pick up. After about 2-3 months it should be 50/50 on Scheduling and Calendar Management and everything else listed above:
Work Schedule and Location
Hours: ~27+ hours/week. General business hours, however we tend to be flexible. Results are more important that time schedule.
Location: Virtual (from your home)
Equipment: Owns current laptop, cell phone, and printer to be used for work
Note: This is a great role for someone who wants to work and prefers high flexibility. It's not a good role for someone who wants to clock out at a certain time. While we believe in maintaining focus on family, friends and our personal lives, we have a commitment to our clients and to each other that means that sometimes the work needs to be completed during unpredictable times.
Performance
Hours: 27+ hours weekly
Pay: $24.00 per hour
Location: Virtual (at your home)
Owns current computer with MS Office software and a printer.
