Virtual Communication Manager & Great Executive Assistant

Overview

We are currently recruiting a high-performing virtual assistant and communication manager who would help us with the growing demand of our potential and active clients, along with other administrative tasks.

Qualifications and Personality Traits

EXCELLENT verbal and written communication skills
You must have high expectations from your career and be ready to take action even without direct guidance(committed)
Are willing to take our advice to support our clients at a higher level
Go-getter! Instead of finding excuses, focusing on finding solutions to overcome challenges.
Be 100% comfortable on the phone, video conferencing, email conversations and social media interactions.
Are willing to create a positive impact and helping people change their lives, not just interested in financial rewards

Job Requirements
Managing group meetings and engaging with all of our current & potential clients
Handling incoming and outcoming communication needs, both written, verbal and video conferencing
Being very active on social media, constantly engaging with potential and current clients
Support the executive and enrollment teams with appointment setting
Be able to follow a script and have natural conversations with potential clients to understand their needs, and set appointments with the leadership team
Being active on our social media channels to drive traffic, engagement and growth
Prepare short blog posts and social media messages
General admin: the predictable stuff such as invoicing, follow-up and filing documents
Managing the CEO: email management, calendar, travel etc.
Client support: Handling our communication channels (Email, Slack, Whatsapp, Social media DMs etc) to take care of our clients
Attracting new clients: Supporting us with marketing outreach, jumping on calls, setting appointments, understanding the needs of our clients

Please find below some of the specific job requirements.

Email Inbox
– Read all incoming emails to delete junk/unsubscribe, and also tag crucial emails for me to review and reply
– Catch client requests and schedule quickly by setting appointments
– Setup meetings for high-level consulting and coaching clients, potential partners and vendors
– Jump on a call to book appointment with clients after initial interactions
– Handle customer service questions
– Setup new filters / tags for new contacts
– Forwards emails to other team members if the email is their responsibility instead

Calendar
– Manage all appointments during business day; dealing with all the back- and-forth of scheduling
– Handling cancellations and updating calendar accordingly
– Ensure all meeting info (agenda, time zone, directions, other person’s bio, etc) is set
– Monitor who gets onto my calendar
– Rescheduling any appointments due to last-minute changes in plans

Facebook, Linkedin, Tiktok etc.
– Posting in free & private Groups and Pages
– Repurposing content
– Post Q&A reminders and links
– Identify potential leads and booking short discovery calls with them
– Post Q&A recordings
– Approving new members to join FB Groups
– Monitoring comments and replying to basic customer service
– Gathering stats from FB Ads and updating excel spreadsheet
– Pointing out any unusual stats from FB Ads for further investigation
– Adding tracking codes and pixels onto our website
– Handle all admin issues including expiring credit cards

Discovery Calls and Appointments
– Calling prospects ahead of time to confirm the appointment and set the frame
– Sending out a welcome email and SMS messages
– Adding prospects to an indoctrination email sequence before the call
– Follow up with bookings with no form info
– Confirming ScheduleOnce/Calendly calendar matches the regular calendar
– Send rescheduling link to no-shows/cancels
– Adding relevant tags on Convertkit to manage the CRM
– Post-call debrief on next actions
– Inbound and outbound calls with potential clients
– Filtering qualified leads and scheduling calls with the enrollment/leadership team
– Filtering inbound requests with short phone conversations to identify qualifying leads, eliminating unqualified ones

Client Care
– Orders cards and stamps for handwritten notes
– Sends flowers & greeting cards when our clients have life milestones (e.g. baby born)
– Finds out from clients what their personal interests are so we can send gifts of appreciation
– Buying and coordinating gift purchases
– Communicating with clients over DMs and phone for client satisfaction: identifying their needs and creating solutions

Creating Systems
– Writing procedures according to your in-house method
– Organizing procedures properly inside Google Drive and Notion
– Ensuring files get named to your protocol, then filed to the proper location in our online storage
– Researching and testing new software for use in our day-to-day operations

Travel
– Booking accommodations
– Booking flights
– Booking / coordinating ground transportation
– Making Dinner reservations
– Ordering event tickets

Admin
– Reviewing customer feedback
– Minor bookkeeping tasks
– Review group calls and take notes with timestamps
– Track client progress and create a ‘summary’ prior to group calls
– Gather client testimonials

Event Planner
– Finding and/or researching venue options
– Scheduling and confirming event date and time
– Working with venue staff regarding requirements and setup of the room
– Finding and confirming assistants to help with the front registration desk
– Finding and confirming the videographer
– Finding and confirming event catering
– Sending out event notices through emails and text messaging
– Responding to any inquiries regarding the event details
– Posting event details to Meetup.com
– Posting event details to our Facebook page
– Prepare any event materials, as directed
– Printing and coordinating pick-up of printed materials

Personal
– Schedule the housecleaner and put it on the calendar
– Schedule haircuts/ massage/chiro and put them on the calendar
– Make dinner reservations
– Research, fun events to attend or activities to do, as requested
– Locate, purchase and send gifts/flowers, as requested
– Schedule free day activities such as golf, shopping, coffee with friends, etc.

Working Hours, Contract Type and Compensation
Contract basis (1099 or direct invoicing)
Working from home office on a flexible contract basis
Typically 40 hours a week, there might be exceptions depending on the business needs
Working hours: 7 am to 5 pm PST time zone.

Compensation
Competitive salary with OTE, plus career development perks and bonuses

INTERESTED?

To apply include your Resume, Cover Letter and a 1-minute video (Record yourself and upload to Youtube etc, nothing fancy!).
Tell us why you are a good fit and why we should arrange an interview!

Tagged as: appointment setter, executive assistant, project planning, social media management