Executive Assistant for Client Care and Social Media

Overview

Update 8/19:  I have been fortunate to receive a large volume of applications for this role and I am temporarily not going to accept new applications starting today Monday 8/19 at 4pm PST / 7pm EST, at least through Friday 8/23.  If at that point I don’t have enough people to put in the next phase of my vetting process, I’ll re-open the job for  new applications.

I’m a Leadership Coach for Entrepreneurs using Astrological Insight.  I work with self-branded entrepreneurs to gain confidence in their innate talents and strengths and develop a personalized compass for decision-making in their business and life, leading to a unique market positioning that attracts revenue and the right clients.

I am currently enrolling in a high-touch 10 month 1:1 coaching program for entrepreneurs and I’m also building out my website, my YouTube channel, managing an email campaign to an email list of about 900 people, as well as producing webinars and online summits (the Shanda Sumpter model) to continue building my email list and attracting clients.

I’m looking to partner with:

* A smart, responsible, responsive and meticulous individual who cares about helping people and doing a good job.  You keep a cool head and don’t get overwhelmed easily.

* Someone who is an expert communicator.  Since we’ll be working remotely with each other, it’s critical that you keep in touch with me as things change or break or you encounter an emergency in your life.  Staying in touch and constantly managing expectations of availability is a must.

* Someone who doesn’t just do what they are told but who likes taking initiative and seeing how things can be improved and where she can provide me more leverage.  The more things you can volunteer to take off my hands and do a masterful job at them, the better.

* You have an open mind about Astrology.  To learn how I use astrology in my coaching, see this article I wrote when coming out as an astrologer to my entire professional network: https://www.dispatchesfromthe45.com/home/2019/8/5/the-scariest-thing-ive-ever-done.

What I need help with:

* Managing my calendar for me.  I use Calendly but I need someone to create different Calendly events, calendar rules and availability using Calendly for different clients and calls.  I need help organizing my calendar so that everything is reflected on it – my client work, my personal life, my travel.  I would love for you to brainstorm a good way of organizing my scheduling, so it’s organized in thematic blocks – for ex, sales calls, follow-ups, content creation, etc.  And help me implement it!

* Managing my content pipeline and distributing it on the different channels.  I’m good at writing my own copy, but spend way too much time editing and proofing the emails, including links and pictures and scheduling them.  I also produce regular videos, which I need to distribute to my YouTube channel, Instagram TV, my Facebook Page and my email list (I currently use MailChimp but I’m likely to switch).  I would love for you to help me distribute my content regularly on social media and manage the content pipeline through regular planning meetings with me.

* Setting up funnels in Clickfunnels.  I know how to use Clickfunnels and it’s not technical or hard at all – I’ll train you how to use the tool.  In fact, I have a technical assistant who helps me set up all the infrastructure and resolves technical issues.  You just need to be able to learn how to work with the Clickfunnels templates and how to change the copy and pictures.  You are curious to learn about working in different platforms like Clickfunnels, which increases your own skill set.

* Managing my follow-ups to potential clients. As part of the sales cycle, you will help me manage a spreadsheet of people who I’m talking to as potential coaching clients.  You will be managing that spreadsheet, making sure it reflects the people I’ve spoken with, what type of follow-ups was done and give me an organized list of people to follow up with and when to do that. You think creatively about how to engage potential clients.

* Setting up the social media presence for my business, monitor and manage social media engagement with my content.

* Coordinating and managing the client sign-up process.  Once the person has put down their deposit (happens with me on the phone), you will be sending them the contract through Docusign and setting them up for recurring payments.  You’ll be following up with people to make sure that they sign the contract and pay the full amount (if paid in full) or get set up for recurring payments.  You’ll have access to my business PayPal, Stripe and Docusign accounts.

* Jumping on the phone with clients and answering any questions if need be.  You understand my coaching offering and are enthusiastic about it.  Don’t worry, you won’t be doing any sales calls but I’d like for you to be versed in what it is that I do and what makes my coaching program unique.  Since you’ll be the face of my brand and my high-end coaching program, you must be confident and presentable on the phone.

* Being able to coordinate with my technical person and my designer who work on specific projects.

* Detail-oriented and rigorous with tracking hours worked, so I can pay you monthly or bi-weekly with clear understanding of where your time was spent.

Since this is a client-facing role, I will only be considering applicants based in the US time zones and applicants with prior client-facing experience.

This is NOT a tech-only VA role, although an amount of curiosity and savvy about tech is required. I already have an infrastructure / technical assistant who does the heavy lifting for integrating and configuring the various tools I’m using.  I also have a graphic designer who I use for landing pages, logos, etc.  What I need here is a partner in my content, social media and client-facing activities like scheduling, follow-up, contracts, etc.

Tagged as: client care, email management, scheduling, social media