Virtual Assistant (Project Management, Tech Support) - remote

Hibiscus Moon

Posted 3 years ago

Backend Wordpress Communication Web Crm Video Reporting Monitoring Integration Performance Analytics Slack Software Customer Email Project

Do you live and breathe systems, organization, and assisting others?

Do you want to join a team of heart centric A-Players who are working on growing a leading online academy within the crystal community? If you are organized (to a fault), self-motivated, insanely efficient, and can meet a deadline without batting an eyelash, this may be the best day of your life.

Hibiscus Moon is looking for an efficient, proactive, and tech-savvy Virtual Assistant to add to our growing team as an independent contractor for up to 60 hours per month with the flexibility to work additional hours during peak times of the year and desire to grow with the business. The perfect candidate will be willing to operate under different company hats, have a wide range of experience, be organized (almost to a fault), and have a willingness to be trained on new software.

The Virtual Assistant will support our Project Manager with monitoring project progress, following up with stakeholders on the completion or delay of project phases, scheduling meetings, and maintaining project documents and reports. The VA will also work closely with IT and be responsible for compiling monthly metrics, providing tech support to students, carrying out tasks within our membership site, shopping cart, Wordpress site, and CRM, and assisting team members when needed. We are looking for someone with impeccable attention to detail, outstanding communication skills, and a quick learner who will be able to dive into the tech side of the business.

Hibiscus Moon is on a mission to instill confidence in the crystal community by teaching the science behind how and why crystals work. We have students in 49 countries with over 2200 graduates from our online academy. With a robust curriculum and programs that dive deep into the science behind the healing powers of crystals, we support and engage with our large community across various market channels, continually growing to provide an inclusive, fun, and knowledgeable platform.

What You’ll Be Doing:

Acting as assistant to our Project Manager
Creating and tracking tasks using TeamWork, ensuring team has all of the required information to complete their duties and tasks are done by the due date
Managing SOPs, ensuring they are updated regularly and ongoing team activity is documented properly
Resolves minor website bugs
Supports web developer in managing integration between platforms
Resolves customer tech issues
Manages student portal platform (course setup, serves as relationship manager)
General team support, including day-to-day IT maintenance (creating pages and setting up popups on our Wordpress site;assisting with WooCommerce;assisting with all things Zoom-related)
Administrative duties such as reporting, scheduling, meeting organization, and research

Specifically, in the first 30-days, you’ll:

Work closely with the PM to learn our business processes, systems, and projects
Create tasks for the team using TeamWork
Monitor task progression and check in with team members on their progress
Train in our backend systems, including our CRM, website, and student portal
Pull metrics using Google Analytics and Wordpress/WooCommerce
Manage our tech support inbox and assist users with tech issues

In the first 60-days, you’ll:

Field questions from the team while operating under the guidance of our Project Manager
Manage task progression, ensuring deadlines are being met, and bringing in the Project Manager when roadblocks occur
Field CRM open tickets and close them out accordingly
Manage our student portal by creating new classes and providing or revoking student access
Own website-related tasks, such as creating new pages, setting up pop-ups, etc
Provide Zoom-support and act as co-pilot during live Zoom events

In the first 90-days, you’ll:

Fully support our Project Manager in daily PMing duties, owning specific task lists and managing project progression
Manage SOPs, ensuring they are updated regularly and ongoing team activity is documented properly
Resolve minor website bugs
Support web developer in managing integration between platforms

Who You’ll Be Working With:

You will report to our Project Manager
You will be working closely with IT to assist in their daily tasks

What We Expect From You:

All tasks are completed on or before deadlines
Your actions are always outcome-focused;you’re taking initiative and making things happen
Your SOPs are always up-to-date and used regularly
Actions are always outcome-focused, proactively taking initiative and making things happen

We’d Love You To Apply If You Are/Have:

A desire to work with a business entirely focused on crystal therapy
At least 1 full year experience working with online businesses/virtual teams and are comfortable working from home on your own
Experience successfully managing projects or assisting a Project Manager highly desirable
Familiarity with current technologies (Google Suite, Canva, Slack, Project Management Softwares, CRMs, Wordpress, Zoom)
Experience with TeamWork or other project management software preferred but not required
A critical thinker and are comfortable evaluating options and presenting the best path available
Willingness to be trained in Active Campaign
Highly organized and detail-oriented, always following through
Paying attention: Please be sure to include ‘VA221’ in the subject of your email
Flexible (and comfortable) in a fast-paced small biz virtual work environment
Self-motivated and easily adaptable to changing work priorities
Strong communicator with excellent computer skills
Excellent time management skills
Availability to work up to 60 hours/month with flexibility to work more when needed
Able to work during regular business hours
English as your first language and live and work from either US or Canada (preferably in the Eastern Time Zone)
Have a strong internet connection and a reliable computer
A believer in the pursuit of excellence. Not just crossing things off your list, but rising to the occasion and figuring out how to make something great

This position has high expectations. But if you’re the person we're looking for, you’re the type who gets motivated by high expectations.

Why Work With Us?

Work with authentic, caring, and supportive people that are results-driven
Flexible hours and no dress code - work from wherever you want!
Be part of a successful company that values both business and people
Be part of a business that helps people use the subtle energies of the universe to manifest the life of their dreams

The Details:

Application deadline: February 15, 2021

We’ll be reviewing applications as they come in so encourage you to apply early

This is an independent contractor role but with the view to create a long-term working relationship (based on performance &fit) and interest in having the potential to increase hours as business needs grow.

You’ll need to be regularly available across 4-5 days a week with a total of 60 hours per month and the flexibility to work additional hours during peak times of the year. Because this role is highly supportive to our entire team, we ask that you have general availability during standard working hours, though actual times are flexible and you can set your own schedule (so long as you deliver on your commitments).

We are aiming for a start date as soon as possible.

Ready To Apply?

Email your resume and a video (2-minutes max) to jobs@hibiscusmoon.com
Answer the following questions in your video:

In the past 1-2 years, where have you worked in a similar capacity? What were your responsibilities?

Indicate your experience level with technology (Google Suite, Project Management softwares, Wordpress, CRMs, Zoom, etc)

What experience do you have with project management or assisting a project manager?

In the body of the email:
- Include your hourly rate
- Advise if you’re comfortable working with a business that is entirely focused on crystal therapy
Reference the specific code in the subject of your email

Please note: we will not be reviewing/considering incomplete applications or applications that are submitted in any other form than via this direct email.

Due to the high volume of applications, we will not be able to respond individually to all applicants – only to those who are short-listed. We appreciate your interest and look forward to reviewing your application!

Good luck!

Apply