Virtual Assistant (English and Arabic required)
Budget: $30 – $250 USD
DO NOT CONTACT UNTIL YOU READ.
Virtual Assistant Task List
Administration • Manage calendars and schedule calls. • Send reminders for meetings and deadlines. • Organize documents, folders, and drives. • Keep track of passwords and access sheets (securely). • Prepare simple reports and summaries. • Update contact lists and maintain databases.
Communication Support • Draft emails, letters, and messages. • Prepare talking points for meetings and calls. • Follow up with clients, partners, and vendors. • Handle basic customer support messages.
Content and Presentation Support • Create presentations quickly using Google Slides, PowerPoint, or Gamma. • Prepare weekly decks for internal and external use. • Do light design tasks when needed (simple layouts, basic visuals). • Collect references, links, and visual mood boards.
Tech and Operations • Upload and organize files on Google Drive or Dropbox. • Convert files to different formats (PDF, doc, mp4, etc.). • Use AI tools for drafting, summarizing, or formatting. • Update spreadsheets (Google Sheets / Excel). • Learn new apps or tools as needed.
Personal Assistant Tasks • Book appointments and reservations. • Compare prices and options for services or products. • Order supplies or handle simple online purchases. • Do quick research on personal or work topics. • Manage simple reminders for personal tasks.
Project Setup and Coordination
• Break work into clear phases with simple checklists. • Track approvals with stakeholders. • Keep all documents organized in one shared space. • Prepare minutes of meeting in the provided framework. • Add tasks to the action tracker. • Follow up on all tasks in the action tracker. • Create weekly presentations for internal and stakeholder meetings. • Help with any extra research needed for projects.
Research and Access
• Follow up on research needs with teams. • Track artwork access, loans, and permissions. • Collect contracts, releases, and rights documents. • Do quick online research when asked and share simple summaries.
Archival and Materials
• Follow up with team members on pending archival tasks. • Contact families and artists for missing archival items. • Request photos, letters, videos, and records needed for the story. • Create interview transcriptions when needed. • Create translations when needed. • Monitor progress of external transcriptions and translations. • Change files and folders into the formats requested. • Keep metadata, file names, and folders clean and easy to navigate.
Interviews and Content Prep
• Prepare background notes and simple summaries. • Track missing interviews and share updates. • Confirm interviewee availability and lock times.
Budget and Logistics
• Book travel, hotels, transport, and drivers. • Arrange crew schedules and daily call sheets. • Track basic expenses and note changes.
Production Support
• Liaise with the production team to confirm equipment lists. • Prepare daily call sheets. • Confirm availability of experts and guests. • Coordinate with curatorial teams for access needs.
Post-Production Support
• Track the editing schedule and deliverables. • Collect assets needed for the cut. • Follow up on graphics, archive clips, and music requests. • Keep review cuts organized and ready for feedback.
Communication and Follow Up
• Prepare weekly updates for stakeholders. • Run meetings and write clear meeting notes. • Follow up with partners and vendors. • Track action items and confirm completion. • Flag risks or delays early. • Manage email replies and draft messages when needed.
Skills Needed
• Strong English and Arabic writing. • Clear communication. • Strong research skills. • Tech savvy across multiple platforms. • Microsoft Office (Word, Excel, PowerPoint). • Google Workspace (Drive, Docs, Sheets, Slides). • Comfortable using AI tools such as Gamma. • Fast presentation-building skills. • Strong organization and file management. • Ability to transcribe and translate interviews. • Able to learn new tools quickly. • Mac experience is a bonus.
Duration and Payment
• Project runs for 12 to 15 months. • Trial period at the start. • Payment is $200 per month.
IF YOU HAVE READ THIS MENTION THE SECRET WORD "BLUEBIRD" IN YOUR APPLICATION TO BE CONSIDERED IF YOU DON'T METION IT YOU WILL NOT BE CONSIDERED
Virtual Assistant Task List
Administration • Manage calendars and schedule calls. • Send reminders for meetings and deadlines. • Organize documents, folders, and drives. • Keep track of passwords and access sheets (securely). • Prepare simple reports and summaries. • Update contact lists and maintain databases.
Communication Support • Draft emails, letters, and messages. • Prepare talking points for meetings and calls. • Follow up with clients, partners, and vendors. • Handle basic customer support messages.
Content and Presentation Support • Create presentations quickly using Google Slides, PowerPoint, or Gamma. • Prepare weekly decks for internal and external use. • Do light design tasks when needed (simple layouts, basic visuals). • Collect references, links, and visual mood boards.
Tech and Operations • Upload and organize files on Google Drive or Dropbox. • Convert files to different formats (PDF, doc, mp4, etc.). • Use AI tools for drafting, summarizing, or formatting. • Update spreadsheets (Google Sheets / Excel). • Learn new apps or tools as needed.
Personal Assistant Tasks • Book appointments and reservations. • Compare prices and options for services or products. • Order supplies or handle simple online purchases. • Do quick research on personal or work topics. • Manage simple reminders for personal tasks.
Project Setup and Coordination
• Break work into clear phases with simple checklists. • Track approvals with stakeholders. • Keep all documents organized in one shared space. • Prepare minutes of meeting in the provided framework. • Add tasks to the action tracker. • Follow up on all tasks in the action tracker. • Create weekly presentations for internal and stakeholder meetings. • Help with any extra research needed for projects.
Research and Access
• Follow up on research needs with teams. • Track artwork access, loans, and permissions. • Collect contracts, releases, and rights documents. • Do quick online research when asked and share simple summaries.
Archival and Materials
• Follow up with team members on pending archival tasks. • Contact families and artists for missing archival items. • Request photos, letters, videos, and records needed for the story. • Create interview transcriptions when needed. • Create translations when needed. • Monitor progress of external transcriptions and translations. • Change files and folders into the formats requested. • Keep metadata, file names, and folders clean and easy to navigate.
Interviews and Content Prep
• Prepare background notes and simple summaries. • Track missing interviews and share updates. • Confirm interviewee availability and lock times.
Budget and Logistics
• Book travel, hotels, transport, and drivers. • Arrange crew schedules and daily call sheets. • Track basic expenses and note changes.
Production Support
• Liaise with the production team to confirm equipment lists. • Prepare daily call sheets. • Confirm availability of experts and guests. • Coordinate with curatorial teams for access needs.
Post-Production Support
• Track the editing schedule and deliverables. • Collect assets needed for the cut. • Follow up on graphics, archive clips, and music requests. • Keep review cuts organized and ready for feedback.
Communication and Follow Up
• Prepare weekly updates for stakeholders. • Run meetings and write clear meeting notes. • Follow up with partners and vendors. • Track action items and confirm completion. • Flag risks or delays early. • Manage email replies and draft messages when needed.
Skills Needed
• Strong English and Arabic writing. • Clear communication. • Strong research skills. • Tech savvy across multiple platforms. • Microsoft Office (Word, Excel, PowerPoint). • Google Workspace (Drive, Docs, Sheets, Slides). • Comfortable using AI tools such as Gamma. • Fast presentation-building skills. • Strong organization and file management. • Ability to transcribe and translate interviews. • Able to learn new tools quickly. • Mac experience is a bonus.
Duration and Payment
• Project runs for 12 to 15 months. • Trial period at the start. • Payment is $200 per month.
IF YOU HAVE READ THIS MENTION THE SECRET WORD "BLUEBIRD" IN YOUR APPLICATION TO BE CONSIDERED IF YOU DON'T METION IT YOU WILL NOT BE CONSIDERED