ULTRA ORGANIZED PROACTIVE VIRTUAL ASSISTANT NEEDED

HI! I’m Jlove and this year I launched Mercury ---------- rcury Coach re-connects people with their innate power, purpose, passion and pleasure by disappearing limiting beliefs and teaching skills and strategies that transform dreams into reality. That means getting crystal clear on what really matters, taking full responsibility for every aspect of our own lives including our emotions, connecting fearlessly with our deepest desires and taking action to bring those desires into being. I’m also a mother of two school aged kids and a coach-sultant at Delivering Happiness, a world class culture consultancy.

I’m looking for a sharp, organized, curious, and open minded assistant with a mastery of written and spoken English to help me stay organized, on top of appointments, commitments, communication, and handle the day to day logistics of both my personal and professional life.

If this sounds like you, read on...

OVERVIEW
While your responsibilities will include areas from all aspects of my life, both personal and professional, the nature of the tasks will follow similar patterns. You will be keeping order and structure including managing emails and calendars, scheduling appointments and meetings, ordering meals and groceries, coordinating services such as housekeeping, gardening and child care, school forms and parent communications, tracking expenses, keeping digital files neat and orderly, billing, submitting and tracking medical reimbursement, and creating systems for keeping information organized and easily findable and trackable including occasional software system set up (such as calendly and weebly). Updating social media profiles and posts.

Perhaps the most important aspect of this job is helping ME to understand what needs attention immediately and helping me to keep on track. I will need you to give me meaningful summaries of what did and didn’t get handled the week before, what is going on this week and to be aligned with me on the main focus of the month and in tune with my priorities.

This job will be 100% remote and aligned to California Pacific Standard Time in the US. My own working hours are from 9am-5pm PST. While there is some flexibility about the hours you will work you will need to be available between 2pm and 10pm my time. We will also meet by zoom 1-2x per week at the start of your day (which is my afternoon) and you should do most of your work at times when I will be available to answer questions by whatsapp or can hop on a call in the evening. My expectation is that this will be your primary job and that you will be available when I need you during these times.

ABOUT ME
I’m based in San Francisco, CA USA. I’m warm, open and direct. I speak freely, candidly and expect the same from those who work with me. I work well with people who love to take full ownership (that means when i assign it to you that you lead and I follow) and who crave personal growth for themselves. Since my work is who I am, I tend to be a coach in every context. As your ‘boss’ I will also be pushing you to grow and progress on your path toward your own personal purpose. I will expect you to live the same values Mercury Coach embodies. People who enjoy working with me tend to enjoy psychology, personal development, and new ideas. I also have a terrible working memory, forget conversations that I don’t write down, and consequently live and die by my calendar and to-do lists. I’m super intentional about how I spend my time and what my goals are for each quarter, month, and week. Finally, I’m creative and fast moving so what things look like today may evolve quickly in response to what I see around me. Sometimes I talk fast, and say things people don’t understand so I work well with those who aren’t afraid to slow me down and ask questions. While I am not a micromanager, I do have high standards around attention to detail and expect that those supporting me have deeper understanding of the end goal behind what they are doing. Going through the motions just to get things done will not be enough. I have a strong sense of pride in quality and outcomes of my own work and expect that from anyone who works with me.

ABOUT YOU
You are an ‘Early Bird’ and like to be at your desk working by 6. You NEED to bring order to the world around you including your physical and digital world and get immense satisfaction out of doing so. You are the kind of person who makes your bed when you get up not because you have to, but because YOU like the way it looks and all feels right in the world when things are tidy. You love structure and it comes easily to you. Sometimes it amazes you how others seem to struggle with it. Your friends constantly marvel at how organized you are and sometimes ask you for help. While checking things off of lists feels good, you tend to get frustrated when you don’t see the reason behind a task, if something feels redundant or inefficient, and you are always looking at more direct and clear ways to get things done, including just picking up the phone and speaking to someone directly. At the same time, you are also willing to take your time on doing a job right when it’s needed. You get that setting systems up properly makes everything go faster in the long run. You like data and enjoy putting numbers together to see how they align with goals. You also have a great memory and patience and compassion for those who don’t (i.e. ME). While you like a lot of time to yourself and enjoy being able to work independently, you also enjoy people and find it easy to interact whether on zoom, on the phone or digitally. You aren’t afraid to ask questions and be honest about what you want or need to thrive. You recognize all people as equally human and while others might consider them more or less powerful than you, you see no one as above or below you and naturally engage with everyone with equal respect, warmth and compassion. You are curious and always learning, with an eye to excellence. You enjoy the challenge and newness that comes with change especially when it stretches your limits and gives you the chance to bring in new order and structure.

REQUIREMENTS
Superlative English skills both written and spoken
Fluent in Google suite and administration
Ease with software systems
College degree, BA or higher
Fluent in all major social media platforms-Whatsapp, LinkedIn, Facebook, Instagram, etc.
Previous administrative experience in a professional context
Experience as a personal assistant
Experience with billing, budget tracking and expense management
Strong internet connection at your home office (zooming in a public cafe will not work)

INFO FOR APPLYING
Write a brief summary of your skills and experience and 2 relevant references along with your main goals for the next 3-5 years, what appeals to you about this position and how it fits into your ---------- clude anything else about you I should know and your 3 favorite books sitting on your shelf. Submissions can be submitted here or sent to ----------

Include your whatsapp contact with your application and be available for reach out during interview week (see timeline below). I will select 3 candidates and we will have 1-3 paid trial weeks together as a test. During that week, you will shadow another VA who supports a coach from my network to get a sense of how she works.

TIMELINE
11/1 - Application submitted
11/2-11/8 - Candidate interviews
11/9-27 - Trial weeks
11/30 - Final selection