Virtual Assistant

We’re looking for a highly organised Virtual Assistant to assist with managing the day-to-day details of our virtual team. We’ve started to build great systems, but we need someone with eagle eyes to come in and make them sing!

You’ll primarily be responsible for creating, following and improving our standard operating procedures. But you’ll also be able to handle the odd curve ball… lending a hand to get a client project delivered, or stepping up to help launch or create a new product or service.

We are:

An alliance of designers, copywriters, developers & strategists, committed to helping ambitious changemakers turn their ideas into big world changing movements.

We believe changemakers come in lots of different shapes and sizes – from coaches and consultants working behind the scenes, to non-profits and social enterprises working on the front lines!

As creative professionals we’ve worked for top agencies and global brands. But as creative freelancers we realised just how hard it is to run a small business and wear all the hats. We got into business to do the things we are good at, not all the things we are not.

That’s why we work together – to help each other, help others.

The best bit is, that the work we do every day, helps our clients go out and make a positive difference in the world. And that’s something that keeps us all motivated, even through some of the less exciting parts of our jobs.

But enough about us... let's talk about you!

You are:

• Honest, open and easy going.
• A great communicator - on Zoom, Slack and Email.
• Comfortable communicating in English in written and spoken form
• Unafraid to ask questions and make suggestions.
• Tech savvy - you might not have used every software, but you have the ability to jump in and work things out.
• Detail oriented, able to take a big picture vision and fill in the gaps.
• Organised and self-motivated.
• Open and able to pick up new tasks quickly.

You have:

• The desire to do work that makes a positive difference.
• Experience working in an administrative or project management role.
• Experience working with Wordpress.
• Great wifi, a decent microphone and a working web-cam.

Technologies we use:

• Asana
• Slack
• Helpscout
• Timely
• Dropbox
• Google Drive
• Google Docs, Slides and Sheets
• Zapier
• Canva
• MailChimp
• ActiveCampaign
• Typeform
• Wordpress (running the Divi theme)

Tasks you might find yourself doing:

• Reviewing and responding to website enquiries.
• Updating our sales pipeline when new enquiries come in.
• Ensuring we capture all important information when we onboard a new client.
• Collating data from all our marketing systems, and updating company dashboards.
• Keeping meeting notes and turning them into tasks and project plans.
• Reviewing client correspondence and turning them into tasks and project plans.
• Monitoring those tasks and projects, and chasing team to ensure tasks get done and projects stay on schedule.
• Reviewing Timely (time tracking software) and using the data to report on project profitability.
• Documenting and setting up systems to help us better serve our clients.
• Chasing team to ensure systems get followed and updated.
• Updating content on our website and generally keeping it up to date.
• Setting up blog posts and sharing via social media.
• Using Mailchimp to set up autoresponders and newsletters.
• Researching topics and collating notes to be used by our copywriters.
• Following procedures to setup email addresses and websites, make changes to DNS and keep plugins and themes up to date.
• Jumping in to lend a hand with getting a project out the door - whether that means data entry or checking for errors.
• Rallying the team to have a laugh via Slack or virtual drinks via ---------- order to get an interview, you will need to:

• Respond with the subject line "Let's do this!"
• Explain why your skills, experience and attitude would make you a great fit for our team.
• Share a 3 min video of yourself talking about a past project or job where you're really proud of what you achieved.
• Attach a resume outlining your specific skills and experience.