Virtual Executive Assistant to the Owner

I am seeking a specific person to be my virtual executive assistant on a part-time basis. This position is fully remote.

You are diligent, detail- and process-oriented, and you consistently say what you mean, mean what you say, and exude kaizen.

Please view the complete job description here (https://docs.google.com/document/d/1p2Dk-zF6PoxXw9jXRRLxJ6wJUugMAxtW8OyAL32c2C4/edit) or below.

1. Summary

You must have at least 1 to 2 years of experience working as an effective, virtual assistant to a business owner.

You must have at least 3 years of experience building and managing processes for yourself and others using tools such as Asana, Trello, or JIRA.

You will own business and personal responsibilities, including scheduling, bookkeeping, digital asset management, and process improvement.

The role is part-time at 5 to 10 hours per week. This scope could increase significantly if we work well together.

The role is remote; work where you like.

You are reachable during Eastern Standard Time between 9am - 7pm EST.

You reply to requests promptly on weekdays, and within 12 hours (at most).

We will communicate via email, Asana, Zoom (realtime video chat), and Loom (asynchronous video).

2. Tasks and Responsibilities

You will:

Collaborate on building sustainable, standardized processes for my business that save time and effort while raising professionalism.

Maintain my calendar by communicating on my behalf, and scheduling meetings, appointments, and travel.

Quickly and reliably develop frameworks and systems for handling recurring tasks and communication.

Handle personal needs, such as shopping and housekeeping (of note: I don’t expect you to be my housekeeper; rather, I expect you to find a smart, sustainable method for keeping my home clean.)

Schedule travel, including the mode of transportation, dates, lodging, and location.

Research and synthesize information on topics needed to aid my decision making.

Improve my business’s digital asset management by sorting and categorizing shared folders and files, building templates for common use-cases (statements of work; meeting minutes; audits; reporting), standardizing regular client communication, and applying naming conventions.

Create and operationalize methods to reduce my time and effort spent on chores, such as grocery shopping, pharmacy visits, and similar activities.

Identify patterns of reactive work and create processes to manage work proactively.

Serve as an accountability partner for personal and professional goals.

Eagerly work on new, business and personal tasks as they emerge.

Proactively identify tasks and habits where that can be delegated, or where I am wasting time or energy, and develop real solutions.

3. Knowledge and Skills

You:

Demonstrate excellent communication, both written and oral.

Quickly and thoroughly divide projects logically into tasks with owners and timelines.

Possess expert knowledge of Google Sheets and Docs.

Accurately estimate projects timelines and your estimation improves with experience and reflection.

Exercise a working knowledge of Agile, Kaban, or another tested approach to getting the right work done on time and to specifications.

Love working within and improving workflows in Asana or similar software.

Understand the importance of documentation, shared knowledge, and naming conventions.

Rely on time-tracking software such as Harvest.

Read, follow instructions, and don’t cut corners.

Are correctly described as as pragmatic perfectionist who knows a lot about a lot of things.

4. Success Criteria

Within a successful working relationship, I will be able to agree with all of the statements below throughout our working together.

I trust your work.

You don’t skip steps.

You show your work when asked to.

You say, ‘I’ve got it’ and I instinctively believe the fact that you do, in fact, have it.

You save me time.

You save me effort.

You don’t waste time on the fun, distracting, unimportant activities that people are tempted by and succumb to, such as communicating a thought with a slide deck and images when text will suffice, or choosing typefaces instead of completing research.

You share my high standard of quality and communication.

You meet my expectations each and every time.

You surface roadblocks early along with prioritized solutions or a request for the specific information you need to formulate a solution.

You drive for clarity and ask for information as soon as you suspect it’s missing.

You make things better than how you found them.

You organize yourself well and communicate compendiously.

You agree that activities are meaningless and outcomes are meaningful.

You’ve found ways to automate the ‘dumb’ stuff without compromising quality.

You communicate what you need from me in order to do your job better.

You arrive prepared to meetings with suitable WiFi and minimal background noise.

You let me know where I suck, how, and why.

We learn from each other.

We inject humor into our communication, at least occasionally.

Closing

Thank you for reading this job description to completion.

When applying, reference the one item that resonates most with you and describe why in one sentence.