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Executive Virtual Assistant

2 months ago

Phoenix, Arizona, United States Jump Consulting Full time
Job Overview

Company Background

Jump Consulting is a coaching firm dedicated to the pet industry, founded in 2007. Our mission is to empower business owners to enhance their operations through innovative marketing strategies, engaging podcasts, and collaborative Mastermind sessions.

Position Summary

We are in search of a proficient and experienced virtual assistant to support the CEO. This role encompasses essential administrative tasks, oversight of certain contractors, and organizational responsibilities. Initially, the position will require approximately 10 hours per week, with the potential for increased hours as the working relationship develops. We prioritize integrity and diligence, and we prefer to avoid micromanagement. Our focus is on outcomes rather than methods, aiming to minimize communication breakdowns and avoid unnecessary project revisions. A proactive approach, with the ability to anticipate needs and ask pertinent questions, is crucial for success in this role. While we have standard operating procedures (SOPs), we embrace flexibility as tools and workflows evolve with technology.

Key Responsibilities

Client Onboarding and Engagement

  • Facilitate effective onboarding for new clients, ensuring they are well-informed and comfortable with our services.
  • Communicate with clients via email, addressing inquiries and delivering outstanding customer service.

Podcast and Performance Metrics Management

  • Analyze and report on podcast listenership and other key performance indicators (KPIs), ensuring accurate and timely data reporting.
  • Upload podcast episodes to various platforms, ensuring high-quality content presentation.
  • Draft comprehensive show notes and summaries for podcast episodes.

Administrative and Calendar Coordination

  • Oversee and maintain the executive's calendar, scheduling meetings and appointments with efficiency.
  • Generate reminders for community events and weekly preparation emails to keep the team aligned and informed.

Content and Email Management

  • Utilize ConvertKit for managing email campaigns and crafting weekly communications using artificial intelligence tools.
  • Document notes during online speaking engagements and create actionable summaries.

Financial Oversight and Reporting

  • Ensure timely payment from clients on a daily and weekly basis, maintaining accurate financial records.
  • Track financial transactions and provide regular updates on financial status.

Proactive Business Assistance

  • Stay informed about company activities and developments, offering proactive suggestions to advance the business.
  • Anticipate potential challenges and opportunities, ensuring the organization remains proactive and forward-thinking.

Quality Assurance and Independence

  • Deliver high-quality work punctually without the need for constant oversight.
  • Adhere to instructions carefully, ensuring deliverables require minimal revisions.

Qualifications and Skills

Experience

  • A minimum of 2 years in a high-level assistant role or a similar capacity.

Technical Proficiency

  • Strong command of Google Workspace and project management tools such as Asana or Trello, Slack, ConvertKit, and AI tools.
  • Familiarity with content management systems and social media platforms.
  • Ability to leverage artificial intelligence for content creation and task automation.

Core Competencies

  • Exceptional written and verbal communication skills.
  • Strong organizational and multitasking capabilities.
  • Proficient in data analysis and reporting.
  • Expertise in calendar management and email marketing.
  • Financial literacy to monitor and report on client payments.

Interpersonal Skills

  • Critical thinker with a proactive problem-solving approach.
  • Responsible and forward-thinking, capable of working independently.
  • Detail-oriented and meticulous in planning.
  • Strong interpersonal skills, delivering excellent customer service.
  • Effective time management skills, ensuring timely delivery of high-quality work.
  • Reliable, with a focus on work during designated days.

Compensation

  • Hourly rate ranging from $12 to $20. Compensation will be tracked through software with reports submitted regularly. After establishing a working relationship, there may be opportunities for package negotiations.
  • This position will begin with a trial period, during which both parties will evaluate the working relationship. We seek a dedicated individual who can grow alongside the company.

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