Job Description:
I am seeking a highly skilled and experienced Virtual Assistant to join my team. The ideal candidate
will possess exceptional attention to detail and have a strong background in supporting marketing
initiatives, such as uploading blog posts and other WordPress website content updates, creating
newsletters, running email marketing initiatives, managing social media accounts, and researching
and tracking leads. This person may be required to have written communications with clients and
maintain high levels of professionalism and confidentiality. The ability to maintain self-motivation
and enthusiasm is a must.
Key Responsibilities:
1. Marketing Support:
● WordPress website support: provide basic upkeep and content edits as requested for the
following websites. Est. 1-2 hours per month.
● Email List Growth: Help establish a functioning method of email lists generated from
website traffic and sustain ongoing methods of attracting an ideal audience.
○ All websites need to improve processes for email capture and subsequent
communications. Suggest the use of email marketing platforms such as Constant
Contact or similar. Est. 1 hr per week.
● Blog Support: Est. 1-2 hours per week.
○ Entails adding blog posts I write along with inserting images I choose from Adobe
stock photos.
○ Maintain consistent formatting standards for the sites and the blog articles (fonts,
sizes, spacing, etc.)
○ As blog articles are added, suggest ways to hyperlink them with other blog articles
within the site, where appropriate.
○ Suggest external links for my blog articles by researching similar articles or topics
that could generate linkbacks and encourage ideal traffic.
● Social Media Support: Together as a team, create a social media strategy and maintain
facebook, LinkedIn, X, and Instagram accounts promoting blog articles and other news.
Suggest a call to action when appropriate. Track effectiveness, learn, and adapt. Est. 1-2
hours per week.
● Monthly Newsletter: Together as a team, create and generate a monthly newsletter or
similar communication vehicle using topics from blog posts and ChatGPT(ai) generated
suggestions. Select images appropriate for our brand and content. Distribute the
newsletter to subscribers in a timely and consistent manner. Est. 2-3 hours per month.
● CRM support/lead generation tracking: help maintain a shared Google Sheets CRM tool or
begin using paid CRM software.
○ Issue: my contacts are in my iPhone. Some are in Google. There is no current
system and this is holding me back from effectively reaching out to my network.
Est. initial setup 5 hrs, then 1 hour per week to maintain.
○ Prospective Client Research: online research via LinkedIn and other tools and
summarize the information in our CRM tool. Est. 1-2 hours per week.
● Podcast Interview Opportunities: Research attractive podcast interview opportunities and
capture the research in a shared Google Sheet. Suggest next actions to engage podcast
interviewers. Assist with preparation for any podcast interview. Est. 1-2 hours per week.
● Speaking Engagements: Research business conferences for breakout session speaking
engagement opportunities and capture the research in a shared Google Sheet. Suggest
next actions for conference speaker applications. Assist with preparation for speaking. Est.
1-2 hours per week.
● Outreach Drip Campaign Support: When prospective clients are selected as ideal
candidates, support a drip campaign that sends information to the client, which could
include an email with attachments, a letter sent in the mail, and/or social media
engagement. Track the activities and their results. Est. initial setup 5 hrs. Then 2 hours per
week to maintain.
● Utilize my book with Michael Port, “Book Yourself Solid Illustrated” as a reference and
inspiration for all marketing and lead generation projects.
3. Administrative Support: Est. 2-4 hours per week.
● Prepare and edit Google Docs, Google sheets, Google Slides, etc.
● Conduct research on topics as requested and summarize as needed.
● Manage Doodle polls with clients when requested.
● Schedule group meetings with clients when requested.
● Ensure my Calendly account is functioning properly.
● At this time, there is no need to manage my calendar or email, but this may come later.
4. Communication: Est. 1-2 hours per week.
● Ask questions when needed but with the goal of respecting my time and my need to focus
on income-generating activities, content development, and making calls to prospects.
● Facilitate email communication with clients when requested.
● Maintain confidentiality and handle sensitive information with discretion.
5. Task and Project Management: Est. 2-3 hours per week.
● Assist in managing and tracking various projects and tasks in Google Sheets.
● Update status daily in the Google sheet project tracker without being reminded or asked.
● Ensure deadlines are met or negotiated, but not left past due.
● Organize and streamline processes when needed.
6. Travel and Logistics: Est. 1 hour per month.
● Arrange my travel plans, including booking flights, accommodations, and transportation.
● Prepare detailed itineraries and ensure I am well-prepared for my trips.
● Track expenses for client engagements as requested.
7. Meeting and Event Coordination: Est. 1 hour per month.
● Organize and coordinate meetings with client groups.
● Review ai generated transcripts from Zoom meetings, edit them for clarity and formatting,
and summarize action items.
● Ensure all logistical aspects are handled efficiently.
8. General Administrative Duties: Est. 1-2 hours per week.
● Perform data entry and maintain accurate records.
● Take direction either in written form, or Zoom screen share instructions.
● Undertake additional tasks and responsibilities as required.
● Help with electronic file storage organization and retrieval.
● Keep detailed written processes utilizing screenshots and steps.
Qualifications:
● Proven experience as a Virtual Assistant or in a similar administrative role.
● Skills in lead generation marketing and self-motivation to execute consistently.
● Excellent organizational and time-management skills.
● Strong attention to detail and the ability to manage multiple requests and projects
effectively.
● Knows how to balance the time needed for high quality with the goal of completing tasks efficiently. Can assess impact and choose the time investment appropriately.
● Seeks to understand the goal and can give input or ideas to help accomplish it.
● Can synthesize information and identify its most important points, while
providing supporting detail if more information is desired.
● Proficiency in using the Google suite: Calendar, Tasks, Sheets, Docs, Slides, etc.
● Ability to communicate via WhatsApp.
● Outstanding written and verbal communication skills.
● High level of professionalism and confidentiality.
● Ability to work independently and as part of a team.