Part Time Virtual Assistant

Virtual Assistant Part-time contract · Remote, US based · 10 hours per week to start · $15 per hour We're a boutique organizational development consultancy, working primarily with healthcare and nonprofit organizations. We're looking for a Virtual Assistant to work alongside us. Two things matter more than anything else in this role. We need someone with common sense. Give you something that needs doing, and you work out how, set up a process for it, and show it to us. If you don't know how something works, you look it up and figure it out. We don't have time to hand-hold. If you'd rather have step-by-step instructions and someone checking your work, this isn't the right job for you. We need someone who is very organized. Not just tidy. Someone who sets up the filing system, sets reminders, spots missing due dates, and knows where every document is. A lot of this job is putting things in order and keeping them that way. What you'll be doing Email and calendar - Going through email with our owner, and helping him decide what to do with each one - Managing Google Calendar and scheduling internal and external meetings - Getting us ready for meetings: agendas, background, and the details we'd otherwise forget - Following up on open items so nothing gets missed Program and project support - Running internal and external projects in Asana: creating tasks, owning deadlines, keeping things moving - Building and updating slide decks in PowerPoint - Writing down the process for anything you set up, so it can be repeated Funnels, automations, and systems - Building and maintaining funnels, landing pages, forms, and email automations in FunnelCures - Keeping our marketing and LMS content organized and up to date - Setting up and cleaning up pipelines, tags, and workflows so our data stays accurate - Noticing the things we do by hand every week and turning them into automations Content - Writing content with the help of AI - Helping write our newsletter and scheduling it to send - Proofreading all of our content Working directly with the Owner - Our owner is great at what he does. Organization isn't his strong suit, and he'll tell you that himself. That's what we need you for, and it's where you'll make the biggest difference. Day to day, that means: - Setting up a clear file system on his computer, and then helping him get in the habit of using it - Making sure everything he's working on is in Asana with a due date, instead of only in his head - Keeping client documents organized, current, and easy to find - Keeping him on task, and bringing him back to it when something else grabs his attention - Looking into how something works, then walking him through it step by step, business and personal both: setting up accounts, filling in forms, switching providers, appointments, purchases, and renewals - Keeping track of what's still open, bringing it up at the right time, and making the next step easy to take This takes patience. It also takes life experience. A lot of it is ordinary adult admin, the kind of thing you've sorted out for yourself before, and you'll be the one who knows how to handle it and can explain it clearly. You need to be fine with the mix of business and personal work, and keep all of it private. Our daily check-in We meet for one hour at 9 am Central, Monday through Friday, and that check-in is required. What you work on around it changes week to week, depending on what's going on. Tools you'll use - Google Workspace (Gmail, Calendar, Docs, Sheets, Drive): where we work every day - Asana: projects, tasks, deadlines. We only started using Asana recently, so someone who knows it well and can help us get more out of it would make a real difference - FunnelCures: funnels, forms, email, marketing, and our LMS. GoHighLevel counts too, it works much the same way - Slack: internal communication - Zoom: for your meetings with us - Microsoft PowerPoint: building and editing decks - Canva: basic edits, you don't need a design background - Claude: drafting, summarizing, and speeding up repetitive work What we're looking for Required - Very organized. Top of the list for a reason. You set up systems and keep them running, you stay on top of documents and deadlines, and you can organize someone else's work as well as your own - Common sense. Given a goal and few details, you work out how to do it, build a process, and bring us the finished thing - Good at research. When you hit something you don't know, you dig into it, work out how it's done, and come back with an answer instead of waiting to be told. Then you can explain it simply to someone else - Life experience. You've dealt with your own bills, accounts, forms, and appointments, and you can walk someone else through that kind of thing clearly and without making them feel stupid - Based in the United States is required. Central or Eastern time zone preferred - Available for the required 9 am Central check-in, Monday through Friday - The flexibility to take on more hours as the role grows - Two or more years supporting a business owner, executive, or small team remotely - Excellent written English, since you'll be writing on our behalf - Fine with a mix of business and personal work, and private about both - Patient and persistent. You can walk someone through a task, keep them on track, and follow up without nagging or giving up - Comfortable with our tools, and willing to learn new ones Strongly desirable - Strong hands-on Asana experience, including the more advanced features - Hands-on experience in FunnelCures or GoHighLevel - A history of building systems and writing down processes, not just doing tasks - Experience in coaching, learning and development, training, or professional services What it's like to work with us - The owner is kind and generous, and we're laid back and easy to work with - We believe in a good work/life balance, and we'll encourage yours - Remote and fairly flexible outside the daily check-in. We care that the work gets done well, not that you're at your desk - Clear expectations, honest feedback, and no last-minute panic - We're small, so your ideas about better ways to do things will actually get heard - You'll own your areas rather than wait for permission - We're happy to help you build new skills, and we invest in the people we work with, including access to our own leadership development material Where this role can go - You can make this role your own. We're not handing you a fixed list of duties and expecting you to stay inside it. Look at what we do, work out where you can help most, and tell us where you want to grow. We'll back the right person. - More hours are a big part of that. We're starting at 10 a week, and for the right person there will be more before long. We want someone who has the flexibility to take those hours on as the role grows, so tell us how much you could scale up to. - You can also earn commissions if sales interests you. We can talk about what that looks like once we know each other. The practical details Type: contract, self-employed. Rate: $15 per hour to start Hours: 10 per week to start, with more available before long for the right person. We're looking for someone who can take on more hours as things grow Schedule: a one-hour check-in at 9 am Central, Monday through Friday. The rest of your hours are flexible Location: fully remote, must be US-based. Central or Eastern time zone preferred, but not required Start: we're ready to hire, so you'd start as soon as we've chosen someone How to apply Send a message including: - A few paragraphs on why you want this role and what you'd bring - Your resume or a link to your profile - Your experience with each of the tools listed above, and any funnel or CRM platforms you've used - Confirmation that you can make the 9 am Central check-in, Monday through Friday - The maximum hours per week you could take on if the role grows Please make sure to follow the instructions for applying. We read every application, and we reply to everyone who has applied correctly. If you meet the requirements, we'll set up a time to interview. We're reviewing applications as they come in and will close the posting once we've found the right person, so it's worth applying soon.