Virtal Assistant and Operations Manager
Budget: $25 – $50 AUD
We are a membership based professional services business with a growing sales team. I am looking for a second brain / star assistant to support me personally and to assist with the smooth operation of the team and our improvement projects.
I expect we will have 15 - 20 hours of work to begin with. I can be flexible to fit in with your availability, ideally the preferred candidate would be able to have some availability across most days to stay on top of the smaller, priority tasks ie either 4 hours per day across 5 days, or 8 hours for 2 days and 1 hour across the other 3 days. This role is available to Australian based candidates and ideally becomes a great ongoing business relationship.
I have included an indication of likely tasks/activities below, these may be adapted to best suit the team member and the changing business needs.
-project planning and task management:
+weekly review of all active team projects
+task and date management to ensure we are meeting deadlines (using Asana or Google Sheets)
+inter-company communication to coordinate stakeholders and progress projects
+regular prioritisation of active projects
-systems and process documentation updates and management:
+maintaining or improving our playbooks, resource hubs and SOPs to keep them up to date with process and tech changes and ensure they are consistent and user friendly
-team onboarding planning (approx every 2-3 months):
+creating training schedules, sending diary invitations etc
+ensuring team onboarding tasks have been completed, coordinating w tech support and HR etc
-general administrative duties:
+minutes taking for meetings
+updating CRM
+sales reporting and meeting prep
-Google presentation creation:
+creating or updating training presentations using a content outline to use business branding and ensure they are visually appealing
-diary and events management:
+scheduling team social events
+scheduling internal team meetings and trainings
+team leader weekly diary reviews and rescheduling internal meetings if required to ensure time blocking, efficiency and adherence to project priorities
+reconciling and approving casual time sheets
Infrequent Tasks
-proposal writing or proposal follow up:
+occasional support to team leader to create draft proposals and manage follow up
-article writing (optional):
+ghost writing two articles per month for LI - topic and content outline to be provided
I expect we will have 15 - 20 hours of work to begin with. I can be flexible to fit in with your availability, ideally the preferred candidate would be able to have some availability across most days to stay on top of the smaller, priority tasks ie either 4 hours per day across 5 days, or 8 hours for 2 days and 1 hour across the other 3 days. This role is available to Australian based candidates and ideally becomes a great ongoing business relationship.
I have included an indication of likely tasks/activities below, these may be adapted to best suit the team member and the changing business needs.
-project planning and task management:
+weekly review of all active team projects
+task and date management to ensure we are meeting deadlines (using Asana or Google Sheets)
+inter-company communication to coordinate stakeholders and progress projects
+regular prioritisation of active projects
-systems and process documentation updates and management:
+maintaining or improving our playbooks, resource hubs and SOPs to keep them up to date with process and tech changes and ensure they are consistent and user friendly
-team onboarding planning (approx every 2-3 months):
+creating training schedules, sending diary invitations etc
+ensuring team onboarding tasks have been completed, coordinating w tech support and HR etc
-general administrative duties:
+minutes taking for meetings
+updating CRM
+sales reporting and meeting prep
-Google presentation creation:
+creating or updating training presentations using a content outline to use business branding and ensure they are visually appealing
-diary and events management:
+scheduling team social events
+scheduling internal team meetings and trainings
+team leader weekly diary reviews and rescheduling internal meetings if required to ensure time blocking, efficiency and adherence to project priorities
+reconciling and approving casual time sheets
Infrequent Tasks
-proposal writing or proposal follow up:
+occasional support to team leader to create draft proposals and manage follow up
-article writing (optional):
+ghost writing two articles per month for LI - topic and content outline to be provided