Virtual Assistant for XEN

About XEN:

We’re a digital marketing agency in Australia, working with a range of mid-large businesses.
You can check us out here: ----------

About the Job:

We're looking for a full time virtual assistant (40 hours per week) to keep us organised and efficient.

You will be intelligent, organised and keen to learn (you’ll have the opportunity to grow your role and learn new skills including social media management and website updates).

The work will include the following:
- Attend client meetings (via Zoom), take notes, log tasks, and assign tasks to team members
- Schedule meetings and manage daily calendars
- Handle admin matters such as client marketing and timesheet reports
- Manage social accounts and basic website updates
- Respond to customer support requests
- See full list with further details below

About You:

Skills required:
- Great communication skills via Zoom, email, and Slack
- Strong knowledge of Google Docs and Google Calendar
- Keen to learn

Important:
- You must have a good internet connection as you will be regularly joining Zoom calls with your video on
- You will need to be available at a minimum between 12pm - 5pm (Sydney time) on weekdays to attend meetings
- You will need to join Zoom meetings with your video and sound on, and look professional (ie no dark, untidy rooms or loud noises in the background). This is very important, so please be aware of this requirement before applying for the job.

=== Full list of tasks ===

= Initial tasks =

Clients Meetings
Join client calls (all on Zoom, with video on)
Take notes on key discussion items and action items
Add tasks into our Teamwork project management system (based on action items from the call)
If appropriate, research any items needed, and add notes into the tasks
Schedule next client meeting in our calendars
Before the next client meeting send brief notes to appropriate team member with reminders or key points for the call

Team inboxes
Monitor team inbox addresses eg ---------- etc
Reply to emails or forward on as required to the appropriate team member

Calendars
Manage our calendars to schedule meetings (or reschedule meetings if required) with clients

Teamwork Projects
Add/edit/update tasks in our Teamwork project management system
Follow up tasks, keep them on track, and highlight any tasks running late


= Future tasks =

Don’t be worried about the list below - we’re not expecting you to be able to do all of this yet!
Over the next 3-6 months we’ll train you up to learn new skills, so your role can grow.

Learning
As part of the role we’ll train you to learn new skills and tools
This includes HubSpot, WordPress, Google Analytics and social management tools
You’ll be able to get Certified in tools as well eg HubSpot

As you learn new skills your role will grow to include helping with the following:

Website updates
Manage basic website updates (usually in WordPress or HubSpot)
Manage basic HubSpot updates (eg landing pages, emails)

General tasks
Prepare timesheet reports and breakdowns in spreadsheets
Prepare client reports from Google Analytics, social channels and other tools
Keep Google Drive organised
Add new clients into Xero
Weekly checks of things like Google Search Console and Google Analytics for clients


Email Newsletters
Prepare newsletter drafts

Social updates
Manage Facebook, LinkedIn, Instagram, Twitter and ---------- updates
Manage Google My Business updates

Customer Support
Answer customer support queries

Coordinating
Manage jobs with Design Pickle
Manage jobs with Writer Access for blog posts

Graphic Design
Prepare social images and featured posts in Canva


=== How to Apply ===

When you apply, please tell us a little about yourself, including your work experience, skills and what you love doing.
Let me know any questions you have.

If you seem like a good fit I’ll be in touch to organise a Zoom video call with you.

I look forward to hearing from you.