US Based Virtual Executive Assistant Must be Wa...
The Company
She’s A Given is a leading virtual assistant agency. We are excited to continue growing and to provide more opportunities for virtual assistants who are looking for a subcontractor role.
The Role
The Virtual Assistant is a vital member of She’s A Given. The VA is the main point of contact with the client(s) and will work independently with the client(s). The VA will receive support from She’s A Given, who will assist with the VA/client relationship. She's A Given will be responsible for plan modifications, questions, and provide feedback on quality. She's A Given will offer our support with delegation issues, and more. The VA will provide high-level professional administrative service by completing tasks and projects as assigned by the client, ensuring they are executed on time and meet quality expectations.
The VA is responsible for being the main point of contact for their assigned clients, and being familiar with each client's needs and preferences. The VA must have consistent and proactive communication with clients as well as with She’s A Given. Virtual Assistants are expected to be available for clients during defined service hours of Monday-Friday 9:00 am - 5:00 pm per the client’s time zone, send weekly usage reports, respond to all communication within the two-hour response window, maintain detailed and up-to-date client profiles, and follow all She’s A Given internal policies and protocols.
Responsibilities Can Include (Will vary based on client needs)
· Monitoring, directing and responding to all client and general enquiries through email & social media
· Nurture all client relationships by providing world class client care
· Management of social media accounts including groups
· Be the liaison with stakeholders and other members of the team to ensure all processes run smoothly
· Monitor company calendar and send reminders
· Perform set daily, weekly and monthly tasks
· Project management and organization- to facilitate on-time project and goal completion
· Personal and business calendar management- scheduling and coordinating appointments as necessary; proactively monitoring the client's calendars to identify potential conflicts and ensure the team is maximizing the client's time
· Research- This may include research on events, travel, projects, etc. Provide research results to the team members within established time frame, based on best practices
· Purchases- ensuring specifications of the purchase meet the client's satisfaction
· Expense reporting and organization of expenses as necessary
· Administrative tasks- this may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research and data entry
· Email inbox management- this may require, among other responsibilities, responding to and organizing emails as necessary, based on specific guidelines provided by the client and in line with policies and practices
· Attend meetings virtually - as requested by the client. Draft agendas, take meeting minutes and provide follow up as required
· The VA must provide continuous clear communication about task status, needs, and questions to their clients. They should: acknowledge all tasks assigned within the established time frame, ensure that they understand expected due dates, and communicate any changes or delays with the client, ensure the client is aware of their hour usage and renewal dates by sending a weekly usage report, and if requested, end of day reporting
· The VA should be open to feedback
· The VA will reach out to their client (and She’s A Given) whenever they need a vacation or absence due to illness
· The VA will ensure they accurately track all billable hours for the client in the Clockify time tracking system
· Other duties as assigned
Our Ideal Candidates
· Are looking to build a long-term relationship with us to support our most high-profile USA based clients
· Must understand that as the face of the company every action they take is a reflection on the brand and be mindful of leaving a first-class long-lasting impression every time
· Are available for between 10-40 hours per week (Monday to Friday)
· Are motivated, enthusiastic, happy, honest, trustworthy, loyal & responsive.
· Have the ability to complete all tasks assigned in a timely manner (24 hour turnaround and availability to complete projects ASAP if necessary) with a high level of accuracy
· Have excellent communication skills (especially written)
· Have the ability to think on your feet in order to identify areas for growth and potential solutions
· Are self-motivated and have the ability to work autonomously
· Are comfortable with and have a working knowledge of programs such as: Microsoft Office, Clockify, Kajabi, Mailchimp, Google Suite, Calendly, Active Campaign, PayPal, Venmo, Lastpass, Asana, Trello, etc. If you don’t know a program, you’re willing to jump in and learn it!
Requirements
· At least 3 years
She’s A Given is a leading virtual assistant agency. We are excited to continue growing and to provide more opportunities for virtual assistants who are looking for a subcontractor role.
The Role
The Virtual Assistant is a vital member of She’s A Given. The VA is the main point of contact with the client(s) and will work independently with the client(s). The VA will receive support from She’s A Given, who will assist with the VA/client relationship. She's A Given will be responsible for plan modifications, questions, and provide feedback on quality. She's A Given will offer our support with delegation issues, and more. The VA will provide high-level professional administrative service by completing tasks and projects as assigned by the client, ensuring they are executed on time and meet quality expectations.
The VA is responsible for being the main point of contact for their assigned clients, and being familiar with each client's needs and preferences. The VA must have consistent and proactive communication with clients as well as with She’s A Given. Virtual Assistants are expected to be available for clients during defined service hours of Monday-Friday 9:00 am - 5:00 pm per the client’s time zone, send weekly usage reports, respond to all communication within the two-hour response window, maintain detailed and up-to-date client profiles, and follow all She’s A Given internal policies and protocols.
Responsibilities Can Include (Will vary based on client needs)
· Monitoring, directing and responding to all client and general enquiries through email & social media
· Nurture all client relationships by providing world class client care
· Management of social media accounts including groups
· Be the liaison with stakeholders and other members of the team to ensure all processes run smoothly
· Monitor company calendar and send reminders
· Perform set daily, weekly and monthly tasks
· Project management and organization- to facilitate on-time project and goal completion
· Personal and business calendar management- scheduling and coordinating appointments as necessary; proactively monitoring the client's calendars to identify potential conflicts and ensure the team is maximizing the client's time
· Research- This may include research on events, travel, projects, etc. Provide research results to the team members within established time frame, based on best practices
· Purchases- ensuring specifications of the purchase meet the client's satisfaction
· Expense reporting and organization of expenses as necessary
· Administrative tasks- this may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research and data entry
· Email inbox management- this may require, among other responsibilities, responding to and organizing emails as necessary, based on specific guidelines provided by the client and in line with policies and practices
· Attend meetings virtually - as requested by the client. Draft agendas, take meeting minutes and provide follow up as required
· The VA must provide continuous clear communication about task status, needs, and questions to their clients. They should: acknowledge all tasks assigned within the established time frame, ensure that they understand expected due dates, and communicate any changes or delays with the client, ensure the client is aware of their hour usage and renewal dates by sending a weekly usage report, and if requested, end of day reporting
· The VA should be open to feedback
· The VA will reach out to their client (and She’s A Given) whenever they need a vacation or absence due to illness
· The VA will ensure they accurately track all billable hours for the client in the Clockify time tracking system
· Other duties as assigned
Our Ideal Candidates
· Are looking to build a long-term relationship with us to support our most high-profile USA based clients
· Must understand that as the face of the company every action they take is a reflection on the brand and be mindful of leaving a first-class long-lasting impression every time
· Are available for between 10-40 hours per week (Monday to Friday)
· Are motivated, enthusiastic, happy, honest, trustworthy, loyal & responsive.
· Have the ability to complete all tasks assigned in a timely manner (24 hour turnaround and availability to complete projects ASAP if necessary) with a high level of accuracy
· Have excellent communication skills (especially written)
· Have the ability to think on your feet in order to identify areas for growth and potential solutions
· Are self-motivated and have the ability to work autonomously
· Are comfortable with and have a working knowledge of programs such as: Microsoft Office, Clockify, Kajabi, Mailchimp, Google Suite, Calendly, Active Campaign, PayPal, Venmo, Lastpass, Asana, Trello, etc. If you don’t know a program, you’re willing to jump in and learn it!
Requirements
· At least 3 years