Tech-Forward Executive Virtual Assistant

Employer based in · Remote

Hiring talent from: all countries

Tech-Forward Executive Virtual Assistant (VA1) • CRM & Business Systems (top priority) • Own GoHighLevel: contacts, notes, pipelines, tags, and data quality. • Log new contacts within 24 hours; merge duplicates and fill in missing information. • Build and maintain simple automations (forms CRM email community). • Troubleshoot workflow issues and document the fixes. • Centralize contacts from Joy's business inboxes into GoHighLevel. • Build, launch, and manage GoHighLevel campaigns (email, SMS, and nurture sequences), then report on opens, clicks, replies, and calls booked. • Email & Calendar Management (top priority) • Manage Joy's three business inboxes daily with folders, filters, and labels. • Draft replies for Joy's review; send routine replies directly once approved to do so. • Surface anything urgent or time-sensitive the same day. • Protect Joy's calendar: schedule, confirm, prep, and resolve conflicts or sync issues. • Maintain GoHighLevel and Calendly booking links. • Operations & Project Coordination • Own the marketing and launch calendar. Keep every project, deadline, and deliverable visible and on track. • Run the backend for launches and events: registration pages, GoHighLevel email sequences, and StreamYard setup. • Manage live chat on the website and in GoHighLevel. Respond, route, and follow up. • Coordinate with vendors (podcast editor, web developer, and others) so Joy doesn't have to chase anyone. • Send Joy a weekly priorities snapshot: on track, at risk, and decisions needed. • Podcast Support • Schedule guests and handle all communication before and after recording. • Coordinate recordings (Riverside, Zoom, StreamYard) and send guest prep materials. • Upload episodes to the podcast host and YouTube. • Organize files in Google Drive and Dropbox; send guests their asset links. • Manage AI transcripts, show notes, and episode summaries. • Content, Social Media & Community • Publish Joy's content on LinkedIn, Facebook, Instagram, and YouTube on a consistent schedule. • Publish the weekly LinkedIn newsletter after Joy approves the images chosen. • Create short clips from podcast episodes and videos using Opus Clip and CapCut, and simple graphics in Canva. • Manage Joy's Facebook community: welcome new members, post content, start conversations, respond to comments, and moderate. • Pitch clips, posts, and hooks proactively, and explain why each one will work. • Write hooks that fit Joy's brand and include a clear CTA to book a call. • Send a monthly report on engagement, follower growth, and which posts led to call bookings, with recommendations for next month. • Online Community & Course Support • Onboard new members in Skool and Circle, and make sure each has a smooth first week. • Upload course recordings and training modules; organize digital resources. • Test links and member access regularly. • Documentation & Continuous Improvement • Write an SOP (Loom plus a written doc) for every recurring task. • Keep Google Drive and Dropbox organized under a clear folder structure. • Suggest at least one efficiency improvement each week. • Client Outreach & Follow-Up • Reach out to prospective clients and warm leads. • Invite qualified prospects to book a call with Joy and schedule discovery calls. • Follow up after calls and keep conversations moving. • Nurture past clients, guests, and referral partners with timely, personal check-ins. • Use Joy's approved scripts and templates, written in her voice. New scripts are Ask First. • Log every touchpoint in GoHighLevel. • Report outreach activity weekly: contacts reached, responses, and calls booked. • Requirements • 3+ years supporting executives, founders, or online business owners. • Experience in an operations or online business manager role. • Proven experience growing social media accounts or communities for a personal brand, coach, or small business. • Strong experience using AI tools such as ChatGPT, Claude, AI transcription, and AI clipping tools. • Strong social media experience across LinkedIn, Facebook, Instagram, and YouTube. • Strong experience with customer outreach and follow-up. • Experience running campaigns end to end. • Strong GoHighLevel experience with campaigns, customer management, email/SMS campaigns, workflows, automations, pipelines, tags, and smart lists. • Understands hooks, short-form video, and platform differences. • Hands-on experience with GoHighLevel, Opus Clip, CapCut, Canva, and Meta Business Suite strongly preferred. • Excellent written English. • Available [X am – X pm ET] for real-time overlap. • Reliable high-speed internet plus backup internet and power. • A dedicated, quiet workspace and your own computer. • A plus: experience with speakers, coaches, consultants, authors, podcasters, or corporate training organizations. • This Role Does NOT Include • Sales calls or closing • Paid advertising • Bookkeeping or finances • Advanced video editing • Graphic design beyond Canva templates • What Success Looks Like (First 90 Days) • CRM is clean and current. • Inboxes and calendar run smoothly. • Joy spends noticeably less time on admin and tech. • Morning Check-Ins and EOD Reports arrive every workday, on time and in format. • Podcast episodes and the weekly LinkedIn newsletter publish on schedule. • Content goes out consistently on all four platforms. • Facebook community is active. • Joy receives weekly clip and post pitches with clear reasoning. • Follower growth and call bookings from social are tracked month over month. • Every inherited and recurring task has an SOP. • Every lead and client gets timely follow-up logged in GoHighLevel. Note: The client requires a Loom video first and is specifically looking for candidates with strong experience and a proven track record.Note: Candidate Task Please complete the following: 1. Loom Video Create a Loom video introducing yourself and answer the following questions: • Tell us about a time you fixed a problem before anyone asked you to. What did you notice, and what did you do? • Describe a situation where something didn't go as planned at work, or where a leader's expectations were different from yours. How did you overcome the challenge? • Share your biggest learning from AI and specific examples of how you use it to simplify your workload and increase your productivity. • What lessons did you learn from each situation? • What is one recommendation you have for new entrepreneurs to get more clients? • What do you like most about the potential for supporting Joy and The Joyous Edge? 2. Written Submission Watch one episode of The Joyous Edge podcast. Pick one moment you would turn into a short clip. Please provide: • The hook for the clip • A 3–4 sentence explanation of why you think the clip would help grow Joy's audience and lead to booked calls To be replaced: Joycelyn Luciano