Part-time (20 hrs/week) Executive Assistant needed for Digital Marketing Agency
Type of work: VA/Exec Assistant: admin, social media, operations
Employment: Contractor, Part-Time 20 hours/week from 10 AM – 2PM EST, Mon-Fri
Reports to: Creative Director/Co-founder
The Job
– is a part-time Virtual Assistant position; you will be ‘juggling many balls’ at once
– is a remote position and you will work 10 am – 2 pm Mom-Fri (Toronto time)
– you will work under the guidance of our Creative Director, and you will play a supportive role to the broader team
– is marketing driven and requires experience in social media, content marketing, PR and branding
– is client-facing, assisting with onboarding procedures
– is administrative, setting up meetings and recording meeting minutes
– requires a basic legal framework for setting up contracts:
This role is for a dynamic, creative, industrious and problem-solving individual with a proven track record as an exceptional VA in the marketing space. You will work directly with the Creative Director and Marketing Team to assist with social media, branding, administrative and operational tasks.
This role is designed to directly mainly support our Creative Director with daily admin, operations, social media and branding (70%), however about 30% of this role will be deployed in collaboration with the entire team.
We are looking for somebody who is a “Jack of all trades” – a multi-talented individual. Essentially, you will do a little bit of this, a little bit of that, and will learn a lot in the process while solving problems and getting what needs to be done, done.
Your responsibilities will be:
Social media and branding:
• Deploy content marketing strategy: send videos to video editor for cutting and editing, create platform specific social media posts, create editorial calendar and schedule social media pots on Instagram, LinkedIn, Twitter, YouTube, Quora
• Interact and engage on LinkedIn and Instagram
• Research, curate, and craft social media content topics
• Find podcast, guest blogging and speaking opportunities, and coordinate bookings
• Find PR opportunities and deploy content marketing strategies to aid online reputation management
Admin and operations
• Organize inbox, reply to inquiries (general agency inbox and Creative Director’s inbox)
• Attend tea meetings, prepare meeting agendas, take notes and issue follow-up tasks
• Organize calendar: events, meetings, trainings, meeting links, invites
• Create team operational templates, like spreadsheets, reporting documents, onboarding documentation
• Organize Google Drive and Dropbox folders, upload resources
• Update and manage CRM
• Manage PM software: current and incoming tasks
• Help vet new hires prospects and schedule interviews
• Create job postings
• Keep team updated: ie. days off, schedule changes
• Create sales contracts, edit proposals, put together case studies
• Help in-house sales specialist with whatever they need: hire list scrapers, help create prospect lists
• Onboarding: help create onboarding folders, get contracts signed, collect all information from clients
• Overall keep an organized calendar and workplace
The Ideal Candidate
– can do a bit of everything, has a natural aptitude for online work
– is organized, industrious and efficient
– loves to play a helping and supporting role
– is hungry to constantly learn and improve
– is a self-starter and needs very little management
– is fluent in English, in both verbal and written forms
– is obsessed with excellence and delivering high level results
Qualifications required:
– Impeccable written English – we are a marketing agency and great communication is imperative to maintaining our excellence status. This is a non-negotiable item.
– Social media and branding knowledge and experience: content creation, platforms, scheduling tools
– Experience with PM/CRM software like ClickUp, Asana, Trello
– Experience working with Slack, G-suite, Google Drive, Zoom, Google Meets
– Confident liaising with clients
The Team
– you will work closely with our Creative Director, as well as assisting to a lesser extent the broader Marketing Team
– We have an international team so you will be dealing with people from numerous different countries
The Company
– you will join a small but growing agency that is fast-paced and that strives for excellence
– tools and educational resources will be provided to you
– time off for learning will be provided
