Job description

This is a remote position.

Job Highlights:

Contract: Independent Contractor
Work Schedule: Monday-Friday 9:00am-1:00pm ET

Key Responsibilities
Daily Tasks

Calendar & Scheduling Management
- Schedule meetings and ensure accuracy of details (attendees, purpose, location, Zoom link).
- Add travel time before/after in-person meetings and prep time for key events.
- Hold/reschedule dates as needed and remove unnecessary holds weekly.
- Send reminder emails with preparation instructions.
- Update and maintain Acuity scheduling links with automated responses.
CRM Management
- Add new contacts and update statuses (Prospect, Lead, Client, Past Client).
- Maintain accurate deal and client pipeline information.

Weekly Tasks

General Administration
- Update weekly meeting agenda and track action items.
- Record and confirm priorities (e.g., contracts, invoices, scheduling).
- Maintain surveys, intake forms, and digital file organization.
Process Optimization & Tech Integration
- Develop SOPs and automate workflows to improve efficiency.
- Integrate and optimize technology solutions to streamline business processes.
Metrics Dashboard
- Create and maintain a dashboard tracking key business metrics.

Marketing Support

Assist with lead generation, email campaigns, and funnel creation.
Create and maintain newsletters using templates, copy, and images provided. No content creation required.
Verify the functionality of all e-newsletter links before sending.

Bi-Weekly Tasks

Podcast Support
- Monitor podcast episodes and track guest progress from interview to launch.
- Create guest graphics and assets in Podsqueeze.
- Upload episodes to Captivate and send assets to guests.

Monthly Tasks

Financial Management
- Monitor and reconcile bank feeds for accurate expense tracking.
Website Maintenance
- Check and ensure all website links are functional.
- Develop and execute monthly website maintenance tasks.

As-Needed Tasks

Contracts & Invoicing
- Send contracts and invoices for coaching, speaking, and team-building services.
- Ensure vendor documentation is collected and filed (W-9, EIN).
- Monitor and follow up on outstanding invoices.
Follow-Up Protocols
- Track client responses and follow up on pending actions.
- Ensure unsigned contracts receive timely reminders.
Tech Troubleshooting & Process Optimization
- Assist with resolving tech issues.
- Continuously explore ways to improve workflows and optimize business operations.

Ideal Candidate Traits

Highly Organized & Detail-Oriented – Ensures accuracy and keeps tasks on track.
Tech-Savvy – Comfortable using CRM systems, bookkeeping software, scheduling platforms, and automation tools or can learn easily.
Strong Communicator & Problem-Solver – Clear in both written and verbal communication, able to anticipate issues and propose solutions.
Proactive & Confident – Comfortable asking questions, making recommendations, and providing feedback.
Time Management Expert – Meets deadlines and prioritizes tasks effectively.
Adaptable & Self-Sufficient – Works independently and navigates changing priorities with ease.

Preferred Qualifications

Prior experience in executive assistance, virtual assistance, or administrative support.
Familiarity with CRM systems, scheduling platforms, and digital marketing tools.
Experience in bookkeeping or financial tracking.

Benefits

Independent Contractor Perks:

Permanent work from home
Immediate hiring
Steady freelance job

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

ZR_20062_JOB

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