Virtual Assistant. Applications due by 21.9.18

Hi!

If you are an experienced Virtual Assistant and would describe yourself as: organised, detailed orientated and have exceptional written and oral English language skills, then we could be perfect for each other!

I am looking to partner with a professional virtual assistant to help develop my property business as well as assist in managing my personal organisation.

The ideal candidate is looking for:
• A full time position
• Roughly 40 hours per week.
• Filipino based hours which can be flexible.
• Secure long term employment.
• A generous salary.
• Performance related bonuses tailored to your preference. eg: cash, gifts or holiday time.
• A friendly professional working relationship based in a smaller business environment.
• Promotion and leadership ---------- itially the role will be split into 2 parts:

70% business related tasks:
• Prioritise and perform various tasks recording updates on project management software (Trello)
• Collect, collate and manage data to produce KPI reports and implement decisions taken following their review
• Implementing technology to systemise business activities and increase automation of business processes

30% my personal administrative tasks:
• Research/purchasing items, organising house maintenance.
• Booking travel, dinner/hotel reservations, event planning.
• Sending thank you cards/gifts, birthday cards/gifts etc.

The ideal candidate possesses:
• A positive, ‘can do’ attitude.
• Experience of supporting managers to accomplish their responsibilities.
• Experience of working with businesses based in English speaking countries, preferably in the UK. (Experience of working with the UK property industry would be great but not essential).
• The desire to be an integral part of a business. Your alternative skillset will unlock new avenues of development for the business. You will be an important part of the business and your achievements will be recognised and rewarded accordingly.
• Aspiration to work alongside and manage others. To begin with, you and I will be responsible for all the activity within the business. As the business grows, it will likely be your responsibility to manage the various team members and partner organisations we collaborate with. You will be responsible for implementing systems, processes and teams around you to help the company run effectively.

Other core competencies/abilities
• Excellent written and oral English language skills
• High speed internet connection for communication and research ability
• Admin assistance
• Email correspondence
• File Management (organizing files using Google Drive etc)
• Creating/managing spreadsheets
• Preparing Powerpoint/Keynote presentations
• Bookkeeping/expense management (Excel/Xero)

You will be required to work with the following tools (although I can teach you how to use some of them)
• Microsoft Office
• GSuite - Docs, Sheets, Drive
• Trello
• Xero
• Skype/Zoom
• Evernote
• Zapier
• I-auditor
• Mailchimp
• Wordpress

About me
• I own and run a small portfolio of property based businesses located in Nottingham, UK.
• I turned 30 last year and decided that my next life goal was to build my dream house at 40.
• Due to my new life goal I decided to sell my shares in a business I was a partner in and now have the task of building out the systems and processes to manage the portfolio of businesses and properties to make them run as efficiently as possible.
• This change of direction will give me the time and financial freedom to develop a business that will teach me the skills and money required to my dreams a reality
• I am organised at somethings but administration is not my strength and therefore I am looking for someone who is great at this so they can build the systems, teams and processes around them so help manage my business with me.

About my business
• Energy, growth and fun are 3 of my main values and my business is no different. I am looking for someone who wants to grow, will be positive throughout and will enjoy the process of building a business together.
• I prefer meaningful longer term relationships than short ones. I am loyal to my friends, family and team members and hope you will have the same respect for me.
• We will share the challenges and successes together. If you can help me develop my business and do a great job I will be more than happy to share the wealth this creates with you through bonuses, gifts and other incentives.

Why am I looking for a Virtual Assistant?
No one is perfect and whilst I am good at strategy, sales and problem solving, I am weak in other areas. Therefore I am looking for someone who:
• Approaches challenges with a systematic methodology
• Has experience in developing and implementing processes and systems into a business
• Finishes tasks to a high standard, repeatedly and sustainably
• Has a good eye for detail
• Likes following a process/plan and sticking to it
• Enjoys maintaining the rhythm and routine of a business.
• Appreciates the value of data and information to a business. Ensuring this data is collected, collated and then used to maintain and improve the ---------- itial and future objectives:
Over the next 3 months by combining our skillsets I am looking to achieve two initial objectives:
1) Utilise your skillset to review the current checklists, routines, processes to ensure they are being used effectively and where improvements can be made.
2) Increasing the use of technology/systems, creating process and training assets and leveraging teams to increase effectiveness, productivity and profitability.

Beyond these two objectives, if you prove capable, the plan is to grow the business with you taking a lead on the internal management of the business allowing me to focus on growth and new opportunities.

Working Structure
Although I have managed companies with 20+ team members before this is the first time I have worked with team members permanently based overseas. As you will have had experience of this before, I am keen to hear how you think things should be structured to work best. I have a number of friends successfully working with VA’s based in the Philippines and based on their advice I thought something along the below structure might work:

• All tasks/’to do’s and their progression will be recorded onto Trello
• WhatsApp will be the main format for communication where immediate responses are required. Emails to be avoided where possible.
• To begin with, daily skype calls will be used to agree the works required and also to review previous day’s work. As we get used to working together these daily calls will likely reduce.
• As the Philippines 7 hours ahead of the UK we will need to agree the ‘working day’ and when it is and isn’t appropriate to be contacting each other. I generally work from 8am-6pm Monday-Friday and do not work evenings or weekends where it can be avoided. I am happy to agree the boundaries of our working relationship.
• If you are similar to me, 8am-12pm GMT seems like a good time to speak as this is 3pm-7pm Manilla time.
• An application like timedoctor.com used to verify time taken to do tasks etc
Remuneration and Contract Terms

I am looking for a long-term partnership so ensuring we are the right people to be working together is going to be key. Due to this I think a trial period of 30days would be good for us both to test working together before we make any long term commitments. During the trial period either party could give the other party notice that they do not want to continue working together with 24 hour notice.

After the initial 30 day trial period an additional 60day probation period would be committed to by both parties whereby each would give the other 2 weeks’ notice they will to bring the relationship to an end.

After the probation period a permeant contract would be committed to by both parties requiring 3 months’ notice by either party should they wish to bring the contract to an end. Training of the replacement VA would be expected during this notice period and pay would be continued to be paid as normal.

To begin with I am happy to pay your salary weekly if this is something you would like. Moving forward I would like this to move to a monthly payment period once the trial period has been completed.
• A full time position based on a 13 month year.
• Roughly 40 hours per week, the hours can be flexible.
• A generous starting salary paid 1 week/month in arrears.
• Every quarter we will review your performance and pay and give increases where you have demonstrated exceptional value.
• A performance based bonus package which can be tailored to your preference and KPI’s.
• Once the permanent contract is agreed, every month you work, you earn 1 personal day which can be used as sick days or vacation days (12 days per year)
• Paid holidays include: New Year’s Day, Good Friday, Independence Day, All Saints Day, Christmas Eve, Christmas Day, New Year’s Eve (7 Days)

Next steps:
1) Firstly I’d like to find out what ‘type’ of person you are. To do that we use a free psychometric test called Genius U. It will take less than 5 minutes and after answering a few multiple choice questions you will be told what type of Genius you are: Dynamo, Blaze, Tempo or Steel.
Doesn’t worry there is no right or wrong answers and try not to think about the questions too much, just answer them as honestly and quickly as you can. Your first reaction is normally the right one anyway. Please sign up to an account and take the test on the following link:
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2) Once you have discovered your Genius type please reply back and in the subject line, title the email “Hey Colin I am a

3) Within the body of the email, in 500 words or less. Tell me who you are as a person and what your ambitions in life are

4) Please fill out the following form and submit it: ----------

5) Applications close 21/09/18 at 23.00 Philippines time.
I will begin reviewing applications. If you do not hear from me by the end of Wednesday 26th September at 23.00 UK time, I am so sorry but you were not successful

6) I will short list applicants and invite them to a first Skype interview.

7) I will narrow the applicants down to two and conduct secondary interview period

8) A job offer will be made.
Thanks for taking the time to read my job ad and I look forward to receiving your application! Good Luck :-)