Part Time Executive Assistant (Content Updates & Notion Tasks)

**Subject line when you apply:**

I actually read the instructions

### **Who I am**

I run a small, sharp online coaching business helping heart centered entrepreneurs build simple, profitable businesses. I move fast, think in patterns, and have an ADHD brain. That means:

- Ideas everywhere, all the time
- Multiple projects in motion
- Details can fall through the cracks if no one is catching them

I care a lot about clients, quality and clean systems. I need someone who cares about the details as much as I care about the work.

### **The role**

This is an Admin Assistant role, but I want to be clear about the current focus.

Right now I need a task doer who can reliably run a few specific processes every week using existing SOPs. This is not a strategy or decision making role yet. If we work well together, the responsibilities can grow into a broader EA position over time.

Important to know:

- I already have SOPs and checklists for the replay workflow. They have been used for the past few years.
- In the first week, you will need a bit of extra time to get tool access, walk through the SOPs and ask questions. After that, it settles into a steady rhythm.

Rough estimate:

- Week one: up to 4-6 hours while we get access sorted and you learn the SOPs
- Ongoing: 2-3 hours per week

If we work well together, this can grow into a bigger, long term EA role.

What you will handle each week

You will be responsible for making sure my recurring coaching call and podcast replays are organized and updated properly.

Typical tasks:

After coaching calls and livestreams
- Grab the replay from Zoom, or Dropbox
- Add to Notion and Kajabi
- Get the final livestream URL from YouTube, LinkedIn and any other platforms we use and update the content page in Notion.
- Update YouTube page


- Light ops and follow through

- Double check formatting and consistency of titles, dates and tags
- Track a simple checklist after each call so nothing is missed
- Nudge me if you are waiting on something fro ---------- to finish a task

Tools you should be comfortable with

You do not need to be an expert in all of these, but you should be confident learning:

- Notion and Notion databases
- Zoom and livestream platforms
- Google Drive (folders, file naming, sharing)
- Kajabi membership platform
- YouTube Studio for basic livestream and video settings
- Simple video handling (downloading, uploading, using Descript)

If you have experience inside online programs or coaching businesses, that is a big plus.

How we will work together

To thrive with me, you need to be comfortable with:

- Direct communication. I am blunt, fast and honest. I do not sugarcoat, but I am fair.
- ADHD reality. I will sometimes forget things we talked about. You write it down and bring it back.
- Attention to detail.
- Proactivity. If you are waiting on me, you do not disappear. You follow up and keep things moving.
- Following existing SOPs. The core replay SOP is already written. I need someone who will follow it every time and help keep it sharp.

If you only want big creative projects and hate repetitive work, this is not for you. If you like running a clean process and knowing nothing slips, you will enjoy this.

This role is for you if:

- You love checklists, naming rules and clean systems
- You notice tiny mistakes and cannot leave them alone
- You like working behind the scenes making sure everything is in the right place
- You are comfortable working with a founder who moves fast and thinks out loud
- You are happy to start as a task focused Admin Assistat, running clear weekly processes, and you are open to the role expanding over time

This role is not for you if:

- You need constant supervision and reminders
- You take direct feedback personally
- You dislike repetitive tasks or detailed work
- You get overwhelmed by access issues or basic setup work in week one

Logistics

- Type:Part time, contractor
- Hours:
- Week one: up to 4-6 hours
- Ongoing: 2-3f hours per week
- Timezone: I am in North America (Eastern). You do not have to be, but some overlap with my daytime hours is helpful, especially right after live calls.
- Pay: 3 USD per hour to start, after 90 days we will look at how everything is working depending on your experience
- Start: As soon as we find the right person

How to apply

1. Use this exact subject line:

I actually read the instructions

2. In the body of your message, answer these questions in order:
1. Show me your detail brain:

Tell me about a time you caught a mistake or inconsistency that everyone else missed. What was the mistake, and what did you do?

2. Video Replay and Notion experience:

What tools have you used for:

- Video replays such as download, upload and simple edits
- Knowledge bases or workspaces with Notion

Be specific. Don't just repeat the examples.

3. Weekly rhythm:

What days and times are you usually available in your week? Please include your timezone.

4. Tech rating:

Rate yourself from 1 to 10 on:

- Notion
- Google Drive organization
- Learning new tools without hand holding

5. Why this role:

Why does this specific kind of work such as repeatable, detail heavy, behind the scenes appeal to you?

3. Attach or link:
- Your CV

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Please DO NOT apply if you do not meet the following criteria:

- 2 plus years experience as a virtual assistant or operations assistant for an online business - I am not looking to train someone new
- Outstanding organizational skills
- Highly detail oriented
- Strong reading comprehension
- Strong written and spoken English and clear communication skills

If you meet all of the above, start your message with:

> “I meet all criteria and believe this job is for me because…”

Then finish that sentence and tell me why you should be considered for the job.

At the end of your application, type this sentence **exactly**:

> “By submitting this application, I confirm that all responses are my original work and accurately reflect my personal experiences and qualifications and I did not use AI for this reply.” >

###Notion requirement (read this carefully)

Proficiency in Notion and Notion databases is ESSENTIAL.

You will be managing tasks, organizing information and working inside Notion every week to keep everything running smoothly.

If you do NOT know how to use Notion AND Notion databases, please do not apply.

As part of your application, you must include all of the following:

1. The phrase *attention to details is key” somewhere in your response.

Applications that **do not follow these instructions exactly** will not be considered or replied to.