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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 leading coaching firm in 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 provide comprehensive support to the CEO. This role involves essential administrative tasks, overseeing contractors, and ensuring organizational efficiency. Initially, the position will require approximately 10 hours per week, with the potential for increased hours based on performance and collaboration. We prioritize integrity and productivity, valuing results over micromanagement. The ideal candidate will possess foresight and the ability to ask pertinent questions to ensure successful task completion. While we have standard operating procedures (SOPs), adaptability is crucial as our tools and workflows evolve with technological advancements.

Key Responsibilities

Client Onboarding and Engagement

  • Facilitate the onboarding process 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) with accuracy and timeliness.
  • 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 the executive's calendar, scheduling meetings and appointments efficiently.
  • Generate reminders for community events and prepare weekly emails to keep the team aligned and informed.

Content and Email Management

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

Financial Oversight and Reporting

  • Monitor client payments on a daily and weekly basis, maintaining accurate financial records.
  • Track financial transactions and provide regular reporting.

Proactive Business Assistance

  • Stay informed about company developments, offering proactive suggestions to drive business growth.
  • Anticipate potential challenges and opportunities, ensuring the organization remains proactive and ahead of industry trends.

Quality Assurance and Independence

  • Deliver high-quality work punctually, requiring minimal supervision.
  • Adhere to instructions meticulously, ensuring deliverables are free from the need for multiple revisions.

Qualifications and Skills

Experience

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

Technical Proficiency

  • Expertise in Google Workspace and project management tools such as Asana or Trello, along with proficiency in ConvertKit and AI applications.
  • Familiarity with content management systems and social media platforms.
  • Ability to leverage AI for content creation and task automation.

Core Competencies

  • Exceptional written and verbal communication skills.
  • Strong organizational and multitasking capabilities.
  • Competence in data analysis and reporting.
  • Expertise in calendar management and email marketing.
  • Financial acumen for tracking and reporting client payments.

Interpersonal Skills

  • Critical thinking skills with a proactive approach to problem-solving.
  • Responsible and forward-thinking, capable of working independently.
  • Detail-oriented with excellent planning abilities.
  • Strong interpersonal skills, ensuring exceptional customer service.
  • Effective time management skills, delivering high-quality work promptly.
  • Reliability, with a focus on productivity during weekdays.

Compensation

  • Hourly rate between $12 - $20, with payment tracked through designated software and reports submitted regularly. Following the establishment of a working relationship, compensation may be renegotiated.
  • This position will commence with a 30-day trial period, during which both parties will assess the working relationship. We seek a dedicated individual who can grow alongside the company.

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