Mid to Senior Virtual Assistant

Essential Duties and Responsibilities include 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.