Mid to Senior Virtual Assistant

Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

Email management

Scheduling meetings and calendar management

Attending Zoom meetings and taking notes

Answering inquiry calls

Payroll employees use On the Clock app to log in and out Sure Payroll

Update QuickBooks Desktop (3-5 charges - dump fee, gas, ending payroll etc.)

Update Dashboard (in Excel) with monthly sales

Research license and other requirements in new cities (infrequent)

Send invoices, daily

Send estimates, daily

Follow up on delinquent invoices (30-60 days via email, over 60 days phone calls)

Email management (~8 of 60 daily emails are legit)

Research potential clients / creating email follow up campaigns

Create and schedule seasonal emails? (e.g. a quarterly newsletter)

Review resumes for future employees to work on the trucks applicants come from Indeed

Updating CRM (Keap) clients and leads

Reviewing SOPs and creating SOPs for all repeatable tasks

Payroll fill out the spreadsheet and send the PDF to Client to write checks (through excel as tour guides receive a % of revenue)

Check tour reports Adjust tickets and payroll if anyone paid in cash. Alert Client to any incidents.

Update available tours via Fare Harbor, a ticketing service (tours to be listed 90 days in advance)

Respond to emails for information and group tour requests (e.g. colleges, businesses, gifts etc. which represent ~20% of revenue)

Email management

Update QuickBooks (info comes from Fare Harbor)

Update Dashboard (similar to above)

Research license and other requirements in new cities (infrequent)

Reach out to potential partners Hotels (to contact concierges), schools (through admissions)

Social Media posts creating new posts and showing photos of current tours

Reviewing SOPs and creating SOPs for all repeatable tasks

Clients Personal (1%)

Book travel

Projects as directed

Key Qualifications:

5-8 years of total work experience including 1-2 years assisting an executive / owner, preferably an American

Fluency in English writing and speaking

Intermediate Excel/Google Docs

Light bookkeeping experience

Tech savvy, able to learn new apps quickly

Must be able to communicate both on the phone and in email

Strong organizational skills

Strong attention to detail

Ability to learn quickly

Demonstrated history of working US hours

Able to multi-task and support a fast-moving executive

Shift / Hours:

Monday Friday in one single shift, 8:00 AM EST 5:00 PM EST. Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT 5:00 AM in PHT.

Originally posted on Himalayas