Cyber Defense Army - Virtual Assistant

ROLE SUMMARY

ABOUT THE COMPANY

Cyber Defense Army is a cybersecurity firm dedicated to protecting businesses from digital threats. With a team of experienced security professionals, CDA provides tailored cybersecurity solutions, including strategic consulting, security architecture, and managed services. The company partners with mid-market and enterprise clients to safeguard their digital assets, ensuring compliance and resilience in an ever-evolving cyber landscape. As CDA continues to grow, it is focused on expanding its service offerings, building strong client relationships, and enhancing its operational efficiency.

ABOUT THE ROLE

Cyber Defense Army is at a critical growth stage, and this role will be instrumental in keeping operations organized, clients supported, and key initiatives moving forward. As the Virtual Executive Assistant, you will work directly with company leadership, handling administrative coordination, client onboarding, and marketing support to ensure the business runs efficiently.

This role requires someone who can bring structure to a fast-moving environment, anticipate needs before they arise, and ensure nothing falls through the cracks. As CDA expands, this is an opportunity to work closely with leadership, contribute to the company’s success, and gain exposure to an industry that will only continue to grow in importance.


This position is perfect for someone who:


✅ Enjoys organizing workflows, schedules, and information to improve efficiency.

✅ Can anticipate needs and take initiative without constant direction.

✅ Communicates clearly and professionally with clients, partners, and team members.

✅ Is comfortable managing multiple projects and keeping things on track.

✅ Wants to be part of a growing company and contribute in a meaningful way.

ROLE RESPONSIBILITIES

1. Executive & Administrative Support

• Manage calendar appointments, email correspondence, and meeting logistics.
• Organize and maintain key documents, contracts, and client files.
• Prepare agendas for meetings and send follow-up notes to ensure alignment.
• Schedule personal appointments, travel, and event arrangements.
• Manage software subscriptions, bill payment reminders, and expense tracking.

2. Client & Customer Support

• Guide new clients through onboarding steps, ensuring all necessary information is collected.
• Track tasks and project milestones in tools like Trello or Asana.
• Monitor shared inboxes for urgent client inquiries, escalating only when necessary.
• Respond to customer inquiries and assist with troubleshooting via email, chat, or other platforms.
• Process orders, returns, and track customer requests.
• Address customer concerns, resolve complaints, and maintain FAQ documentation.
• Follow up with clients to gather feedback and ensure satisfaction.

3. Social Media & Content Management

• Manage and schedule social media posts related to cybersecurity trends, company updates, and podcasts.
• Engage with online communities by responding to comments and messages.
• Research potential podcast guests, manage outreach, and coordinate scheduling.
• Upload and organize blog entries, announcements, and multimedia content across relevant platforms.
• Monitor trends and competitor activities to optimize content strategy.
• Optimize social media profiles and track performance analytics.

4. Content Creation & Digital Marketing

• Write, proofread, and optimize blog posts, newsletters, and marketing content.
• Repurpose content into multiple formats (e.g., blog to social post, video to article).
• Create and edit basic multimedia assets using tools like Canva and CapCut (e.g., graphics, videos, and podcast clips).
• Ensure all content aligns with SEO best practices and brand guidelines.
• Develop lead magnets (eBooks, checklists, guides) to drive engagement.
• Plan and schedule content releases across various platforms.

5. Sales & Business Development Support

• Maintain and update CRM systems like PipeDrive with client and lead information.
• Assist with appointment setting and follow-up messages for leads and event attendees.
• Help coordinate outreach efforts for potential referral partners and podcast guests.
• Conduct competitor pricing research to support sales strategies.
• Design professional sales decks and proposals.
• Conduct cold email outreach and manage responses.
• Follow up with prospects via email, phone, or LinkedIn.
• Qualify leads based on predefined criteria and prioritize outreach efforts.

6. Human Resources Support

• Create and publish job listings across multiple platforms.
• Review resumes, shortlist candidates, and coordinate interviews.
• Assist with onboarding by preparing materials and guiding new hires.
• Maintain HR records, contracts, and performance review documentation.
• Organize training sessions, webinars, and professional development resources.
• Assist with payroll entries, timesheet tracking, and payment processing.
• Manage HR file organization and compliance documentation.

7. Research & Business Insights

• Conduct market research to identify trends, consumer behaviors, and growth opportunities.
• Analyze competitors’ pricing, products, and service strategies.
• Research and qualify potential leads, partners, and referral opportunities.
• Identify relevant conferences, networking events, and industry webinars.
• Research and evaluate productivity tools, automation software, and business solutions.
• Assist with grant and funding research.
• Conduct product, supplier, and vendor research for business needs.
• Identify partnership opportunities with affiliates, podcast guests, and brand collaborators.

8. SOP Development & Process Improvement

• Develop, document, and maintain standard operating procedures (SOPs) for internal workflows.
• Convert video or audio instructions (e.g., Loom recordings) into step-by-step guidelines.
• Continuously improve documentation to enhance operational efficiency.

Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business.

ROLE QUALIFICATIONS

REQUIRED QUALIFICATIONS

• 3+ years of experience in an executive assistant or administrative role.
• Proven experience creating and documenting processes (SOPs).
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Proficiency in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) and project management tools (e.g., Trello, Asana).
• Experience with CRM systems (e.g., PipeDrive, HubSpot, or similar).
• Background in content creation and community management.
• Must have own webcam, microphone, and computer (relevant software and subscriptions provided).
• Excellent English verbal and written language proficiency (C1-C2 in CEFR Scale).
• Access to a quiet work area at home with reliable internet (50 Mbps or more).

PREFERRED ("NICE-TO-HAVE") QUALIFICATIONS

• Experience in project management or coordination.
• Familiarity with social media management and content scheduling tools.
• Interest in cybersecurity or willingness to learn about the industry.
• Basic knowledge of Zapier, automation tools, or workflow optimization.
• Experience coordinating podcasts or managing outreach campaigns.

ROLE SPECIFICATIONS

• Base Salary: Q9,000 base salary.
• Role type: Full-time.
  
• Location: Guatemala (Remote - Work from home).
• Schedule: Monday to Friday: 8:00 AM - 5:00 PM.

RECRUITING PROCESS

• Application / Screening: When you apply for this position, we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the position. In addition, we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.

• Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.

• Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills, learn about your previous working experiences, and evaluate culture fit to the role and company.

• Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the position’s Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.

The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.

CONTACT US

If you have any questions or run into any complications while submitting your application, please reach out to:

carlos.escobar@trymeteor.com

+502 5389 9183