Virtual Assistant (Tech-Focused, Experience Required)

We are a web design agency dedicated to helping nutrition entrepreneurs build thriving, sustainable businesses online. Our primary offering is our online course, The Dietitian Website System. We also provide on-going maintenance and support to over 60 website clients (and growing!), along with individual design and marketing related services to a handful of long-term clients.

Our team is small and closely-knit, but we run a multi-six figure company, so every position is critical and everyone’s input is valued. Most importantly, our company culture is inspiring, creative, caring, and fun! :)

We are looking for a Tech Virtual Assistant (VA) to help the Owner in implementing various technical tasks that will grow the business and improve efficiencies, from email scheduling and funnel building, creating and maintaining automations, website content updates, and other behind-the-scenes activities.

We’re seeking a Jack (or Jill!) of all trades in the online business space - rather than being a specialist in one platform, the ideal candidate is a generalist who can easily pick up new systems and tools, learn them, and execute on them.

The ideal person we are looking for is…
Organized
Detail-oriented and methodical
Efficient, and gets things done on time! Great time management skills.
Pleasant to work with… fun personality and hard working
Communicative - asks questions, contributes ideas, and proactively provides updates on assignments
Excited by internal growth opportunities and working with us long-term
A lover of processes - creating them, following them, improving them
An excellent problem solver and researcher
A “doer” - enjoys digging into the technical, nitty-gritty detailed tasks that come with online businesses

This role can be broken down into 3 main categories
Growth
Operations
Fulfillment

1. GROWTH
Work with the Owner and Marketing team to execute tasks for launches/promotions, maintain and build marketing funnels, upload new content to the website, and send marketing emails.
2. OPERATIONS
Assist Owner in scheduling appointments and maintaining Owner and company-wide planning calendar, implement new tools or platforms to drive efficiency and improve customer experience, and provide assistance to Website Developer when needed.
3. FULFILLMENT
Assist Owner and Website Developer in uploading new content to course portal, onboard new course members and track progress, and provide additional support for course and service delivery as needs arise.

The Day-to-Day

We use Project Management software called Wrike. We track all tasks within this platform and collaborate on projects here.

The VA will have a “To Do” list within Wrike where assigned tasks will appear. Assigned tasks will include a video and/or written description of what needs to be accomplished. The VA will review the task instructions and ask questions as a comment within the task. Tasks should be completed by the due date, and the VA will notify the Owner via a comment on the task when the task is complete, asking for a review of the work.

Tasks will be added to the task list by the Owner or other team members, and the VA is also expected to add new tasks to the list as they come up (i.e. from discussions, emails, etc.).

Each week, the VA and Owner will meet to review the task list, discuss roadblocks or questions, and add new tasks to the list.

In between meetings, the VA will work on tasks, ask questions, notify the Owner of task completion, and always keep the task list up-to-date (so tasks do not become overdue).

Example Miscellaneous Tasks

The types of tasks the VA will be responsible for may include (this is not an exhaustive list):

Proofread and add emails to Mailchimp, and format accordingly
Set up landing pages and other lead generation platforms (such as quizzes), and create corresponding audience tags, segments, emails, and automations in Mailchimp
Make content updates to website in WordPress, and ensure accuracy of various landing pages
Update and maintain audience segments during launches, update and schedule email automations accordingly in Mailchimp
Monitor course community forum in Kajabi (make and prepare canned responses to common questions)
Collect and organize testimonials from clients
Affiliate communication and management (track commitments for launches, follow ups, schedule affiliate events, track progress during launches, schedule email reminders during launches)
Assist with managing Owner's calendar and overall launch/course/promotional calendar throughout the year
Set up and maintain Zapier automations and workflows across our various software platforms (Mailchimp, Zoom, EverWebinar, Thrivecart, Kajabi, WordPress, Dubsado, and others as they are added)
Maintain course materials in Kajabi (uploading videos, creating video thumbnails in Canva, organizing and uploading resources)
Track student progress in course and assist in sending weekly communications via Mailchimp and Kajabi
Assist Website Developer with student on-boarding, site set ups, and site launches
Provide email inbox management support for Owner and Website Developer when needed (receive emails from clients, and reply/coordinate resolution with Owner/Developer)

This is a fully remote, part-time (+10hr/week) position. Work hours are flexible, but you will need to be available for at least 2 hours per day during Eastern Time (New York) business hours, and communicate with the Owner, team members, and/or clients on a daily basis. You may occasionally be required to attend meetings outside of normal business hours. We expect this position to grow over time, and we do have “busy times” where weekly hours may exceed 20 hours.