She's A Given LLC

Compensation

Full Description

• **Please read full job post before applying Position Type: Fractional 20-30 hours per month Must work one hour per week in person in office 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. Position Overview We are seeking an exceptional Executive Assistant who will serve as a trusted support professional in managing both professional and personal affairs. This role requires someone who thrives on organization, anticipates needs before they arise, and takes pride in executing tasks flawlessly. You will work closely with the principal, essentially be available full-time to ensure seamless operations across all aspects of business and life. Key Responsibilities Communications & Relationship Management • Engage professionally with key relationships on the principal's behalf • Respond to emails with appropriate tone and urgency • Manage inbox efficiently, prioritizing and organizing communications • Take projects and tasks to the finish line without needing reminders • Maintain and actively utilize CRM (Salesforce/Asana) system to strengthen relationships Administrative & Organizational Excellence • Maintain a comprehensive online filing system for all documents • Manage a busy and frequently changing calendar with precision • Coordinate business and personal travel arrangements • Process refunds and handle various administrative tasks Productivity & Systems • Proactively identify opportunities to increase the principal's productivity • Look for ways to become more efficient • Anticipate needs without requiring supervision or reminders • Continuously look for ways to optimize processes and create additional capacity Required Qualifications Education & Experience • Bachelor's degree required • 5+ EA years of experience • Proven experience in an executive assistant or similar high-level support role Core Competencies • Meticulous attention to detail - looks to minimize errors • Exceptional organizational skills - ability to manage multiple complex priorities simultaneously • Proactive self-starter - operates independently without needing supervision or reminders • Strong numerical aptitude - comfortable working with financial data and spreadsheets • Microsoft Office 365 - Excel/Outlook also Salesforce/Asana • Tech-savvy - quickly learns new platforms and leverages technology for efficiency • Excellent communication skills - both written and verbal, with professional polish • Extremely strong work ethic - committed to excellence and follow-through Personal Attributes • Positive, can-do attitude even under pressure • Discretion and trustworthiness with sensitive information • Adaptable and comfortable with changing priorities • Takes ownership and accountability for all deliverables • Natural problem-solver who finds solutions rather than presenting obstacles Success in This Role The ultimate measure of success is providing the principal with complete certainty that all tasks are being handled accurately, efficiently, and in a timely manner. You will create meaningful capacity by taking ownership of the details, allowing the principal to focus on highest-value activities. If you need to be reminded to do something, this role is not the right fit. This position offers the opportunity to work closely with a dynamic professional and make a significant impact on both business success and personal productivity. If you are someone who takes pride in excellence, thrives on organization, and finds satisfaction in flawlessly executing complex responsibilities, we want to hear from you. 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 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. · 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. • *She’s a given is committed to creating a diverse and inclusive workplace. She's A Given hires regardless of race, sexual orientation, age, background, etc. She's A Given only works with companies that align with our core values. Job Types: Full-time, Part-time, Contract Pay: $20.00 - $25.00 per hour Education: • Bachelor's (Required) Experience: • Executive administrative support: 5 years (Required) Work Location: Remote