[Hiring] Virtual Executive Assistant @She's A Given

Role Description

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.
• Follow all She’s A Given internal policies and protocols.

Responsibilities

• Monitoring, directing and responding to all client and general enquiries through email & social media.
• Nurturing all client relationships by providing world-class client care.
• Management of social media accounts including groups.
• Being the liaison with stakeholders and other members of the team to ensure all processes run smoothly.
• Monitoring company calendar and sending reminders.
• Performing 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.
• Conducting research on events, travel, projects, etc., and providing research results to the team members within established time frames, based on best practices.
• Ensuring specifications of purchases meet the client's satisfaction.
• Expense reporting and organization of expenses as necessary.
• Administrative tasks including inbox management, calendar management, transcription, standard business correspondence, research and data entry.
• Email inbox management based on specific guidelines provided by the client and in line with policies and practices.
• Attending meetings virtually as requested by the client, drafting agendas, taking meeting minutes and providing follow up as required.
• Providing continuous clear communication about task status, needs, and questions to their clients.
• Reaching out to their client (and She’s A Given) whenever they need a vacation or absence due to illness.
• Ensuring accurate tracking of all billable hours for the client in the Clockify time tracking system.
• Other duties as assigned.

Qualifications

• 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.
• Available for between 10-40 hours per week (Monday to Friday).
• Motivated, enthusiastic, happy, honest, trustworthy, loyal & responsive.
• 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.
• Excellent communication skills (especially written).
• Ability to think on your feet in order to identify areas for growth and potential solutions.
• Self-motivated and have the ability to work autonomously.
• 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 of paid work experience as an administrative or executive assistant in a corporate environment.
• Clear, precise, excellent, proactive and professional written and verbal communication skills.
• Ability to organize and effectively prioritize tasks.
• Ability to multi-task with various programs and learn new programs as required.
• Ability to commit to a minimum six-month contract with She’s A Given.
• Must have meticulous attention to detail, along with the ability to comprehend difficult tasks.
• Capable of responding to stress in a fast-paced environment.
• Strong interpersonal skills and ability to quickly develop working relationships.
• Affable and enthusiastic attitude towards teamwork.
• Internet/Web savvy.
• Associates or Bachelor’s Degree preferred. Other continuing education.
• Reliable Internet connection and phone.
• Typing ability of at least 50 WPM with accuracy.
• Available (to respond to clients within a 2-hour window) from 9:00am to 5:00pm Monday-Friday.
• Must live in and be authorized to work in the United States.
• She’s A Given does a public records check. By applying, you acknowledge and agree to allow us to run a public records check.

Benefits

• Pay: $20.00 - $25.00 per hour.