Executive Assistant

Job Application Code: 003734 (add this to the application form)

Working Hours: 10AM to 2PM MT or 12AM to 4AM Ph time | Tuesday to Saturday | 4 hours daily or 20 hours per week

Business Overview: An online platform supporting healthy, conscious relationships is seeking a seasoned, organized, skillful communicator to assist the CEO and Project Manager.

This role requires experience and knowledge of the following Apps:

Zapier, Google Analytics 4, Google Looker Studio
FB Ads Manager, Meta Business Suite, TikTok Ads Manager
Internal CRM
Monday.com for project management
Microsoft Teams for communication

Overview

Job Description

We’re looking for a proactive and resourceful Executive Assistant to join our team. The ideal candidate will thrive in a conscious, entrepreneurial environment, and be comfortable working virtually in a diverse setting. This role requires a self-starter with strong attention to detail, exceptional communication skills, and a commitment to supporting both internal teams and external clients with professionalism and care.

VA Role Overview:

The right team member will thrive within a conscious team environment and entrepreneurial culture. They will thrive as self-starters in a virtual and diverse environment that requires strong attention to detail, a commitment to deadlines, as well as an ability to create a welcoming and supportive environment for our customers and partners.
An ownership attitude is a must have in this role — naturally taking responsibility for completion of all assigned tasks and responsibilities while willingly and effectively solving problems when they arise. Successful candidates will feel at ease and confident in a variety of online applications and when necessary be able to support clients with basic technical support issues on program delivery platforms.
Candidates must be willing to ask questions frequently and have a critical thinking ability that allows them to complete tasks with flexibility when all the information isn’t immediately available.
Finally, the ideal candidates will also possess a willingness to share their valuable insights and propose creative, thoughtful ideas to the team for process improvements along the way.
Familiarity with Infusionsoft, Asana, Thinkific, Lastpass, Google for Business, Dropbox, Survey Monkey, WordPress, Zoom, Canva, Acuity, Circle, WordPress, Signnow, DocuSign preferred. *Extensive experience with each platform/system is not required.

Key Responsibilities:

CEO calendar management and Scheduling appointments (Acuity)
Email management with a maximum 24 hour response time (during weekdays) for CEO and general inbox
Company phone and texting management
Sales Support
- Keep sales pipeline up to date
  - Add inquiries
  - Add upcoming Igniting Soul Love Experience sessions
  - Document retreat prospects and post retreat follow up needs
  - Update statuses as prospects progress
- Track all sales sessions and results
- Scheduling / engagement / follow up emails with templated responses
Assisting the CEO to ensure customers feel cared for and supported.
- Maintaining a relationship with customers enrolled in our programs so that they have personal connection with us every month at a minimum
- Community group care including welcomes, birthday, anniversary and engagement posts
- Updating records in Infusionsoft
Onboarding and Offboarding Support for Customers
- Managing agreements
- Updating records in Infusionsoft
- Renewals and Expirations coordination
Tracking of Coaching Sessions and Session Recording Delivery to Clients
Recording management
- Client 1-on-1 sessions
- Group Coaching Calls for Customers
- Program Training Calls for Customers
- Retreat recordings
- Team meeting and SOP recordings
Technical support for membership and community platforms
- Login, access, navigation, how to’s
Accounts receivable
- Setup and manage payment plans
- Contact customers re failed / missed payments
Retreat and Event enrollment management
- Answering Questions
- RSVP management
- Enrolling Friends and Partners
- Waiver management
- (Possible) Checking in participants at the beginning of a retreat
  - Check in from Zoom waiting room to Main room
  - Follow up with any missing people
  - Answer access / technical questions
Monitoring Social Media Leads
- Assisting CEO with quick engagement interaction
Adding or updating content on our Learning management system (Thinkific) and Community Platform (Circle)
- Help improve the customer experience in this system
Processing feedback and testimonials
Assist in managing company tools. This person will be the goto person for all things administrative and technical on these platforms.
- Including
  - Acuity (Calendar booking tool)
    - Setup monthly availability in Acuity based on input from EA & CEO
  - Dialpad
  - Signnow / Docusign
  - Rev.com
  - Zoom
  - Survey Monkey
  - Training will be provided for unfamiliar software, but experience in using similar tools is required
Liaising between Project Manager, Marketing Assistant and other team members to coordinate solving any issues that arise.
Creating, documenting and maintaining a “how to” manual for all tasks.
Special project administrative tasks as they occur
Backup the Marketing Assistant