Administrative Manager and Client Concierge (Virtual Position) - 5 hours/week
I am the CEO of a growing educational services business, and I am looking for a proactive, detail-oriented person with excellent writing skills to assist with operations support, client care, and referral network care as I grow my business to the next level.
About my business:
I am a learning specialist in private practice who helps children and adolescents who struggle with writing by providing unique, transformational one-on-one educational programs. I work from my office in downtown Palo Alto and have served clients in Silicon Valley, the larger Bay Area, and worldwide for over 20 years.
I am looking for a heart-centered, service-oriented professional to join me in supporting my clients through their transformational journeys with white glove customer service and organized business administration, as well as in supporting strategic actions for growth.
Summary:
You will be my right-hand person, handling both strategic leaps and detailed minutiae with grace and excellence.
This role is virtual. You’ll be working from home.
You must have experience working remotely in operations support for a business owner. Professional certification in providing online business support is strongly preferred.
20 hours per month with the potential to increase over time. For the initial weeks as we ramp up, hours may be less as you learn, but we will soon build.
You:
Are detail-oriented, self-motivated, and proactive.
Delight in excellent communication. You enjoy writing, reading, and talking about books. The core of my business is about writing, and you will be representing my business to high-level clientele.
You enjoy finding new software and creating new, more streamlined systems. You’re not squeamish about a digital learning curve, and you troubleshoot and teach yourself new skills.
Business owner lives in the Santa Cruz Area; local candidates are welcome to apply, but the position is also open to virtual-only candidates.
You love children and teachers.
The role:
Provide white glove customer service to families in Silicon Valley and beyond. This will be your most important, crucial responsibility, and entails rock-solid admin (scheduling, invoicing, superb telephone manner, etc.) with a warm, personal, heart-centered approach: anticipating clients’ needs, honoring their struggles, and cultivating strong relationships. You and I partner together to hold both nurturing space, as well as artful, gracious (but firm) boundaries, for each client.
Care and development of referral networks and strategic alliances. You will think creatively about how to give high touch care that leaves our contacts feeling connected, appreciated, and inspired.
Care for the team. We work with a wonderful group of part-time people for everything from graphic design to student interns to tech support. You will be in charge of caring for this small but mighty team. You will also handle details around hiring and onboarding new team members.
Maintain my daily calendar, arrange calls, meetings, and travel, while handling all details in a clear and organized manner.
Streamline and document systems (prospective tracking, client tracking, enrollment, payment tracking, service delivery schedule, etc)
Basic website updates and management (WordPress), including overseeing our web person when more technical work is needed
Manage other cloud apps: Insightly, Acuity Scheduling, Bill.com (A/R), Quickbooks Online (A/R), Dropbox Sign, Zoom, Gravity Forms, PayPal, Google Suites.
From time to time, personal items arise that I need assistance with, such as coordinating personal care appointments.
Education, Experience, and Background:
At least 2 - 5 years experience in virtual operations support for a business owner (more is welcome)
Ability to handle a high level of emails and requests per day
Excellent communication both via email and by phone
Exceptional ability to communicate progress on multiple projects
Highly organized and efficient
Trustworthy with strong personal integrity
Forward-thinker who can handle unexpected circumstances
Ability to transition from the detail level to strategic thinking. You love looking at the big picture as much as you like sorting through the “weeds.”
Perfectionist, fine attention to detail
Compensation:
Compensation is commensurate with experience. I’m looking for an excellent person and will compensate accordingly.
This is an independent contractor position (not an employee), with the expectation of approximately five hours per week (with potential to increase). An initial trial period will help both of us get to know each other to see if we are a fit for a long-term arrangement.
How to apply:
To apply, please send a resume or web site and email introduction, and include a story about a memorable teacher.
I am looking forward to receiving your application.