Virtual Assistant

WE ARE URGENTLY HIRING ! $1500 to 2500 USD salary. 8am to 5pm Pacific timezone , Monday to Friday

TO APPLY: Please send a 3-5 minute Video Introduction and CV, here at OLJ or SEND to ask@gilpetersil.com
(Only those who will answer the questions through a video will be entertained)

Answer the following:

1. Introduce yourself, years of experience and in what roles have you worked for in the past 3 to 5 years. mention your recent salary and what is your scope of work from your last job. Are you working at this time?

2. Tell us about a specific project you managed that required collaboration with multiple teams or departments. How did you ensure smooth communication, keep everyone aligned, and handle any challenges that came up? What tools, Apps that you actually use and how is it integrated in your daily task.

3. What experience do you have with managing databases or technology platforms like SharePoint, Salesforce, or HubSpot? How would you use this experience to support team’s operational efficiency and data management needs? You can explain in more technical way as needed to showcase your CRM knowledge.

JOB DESCRIPTION:

This position will be a data-driven team member responsible for managing operations and ensuring smooth execution for the External Relations team. This role is essential for preparing systems and processes to support the team’s work effectively. Key duties include managing projects, collaborating across different teams, handling communications, overseeing databases and technology platforms, and providing administrative support. This position reports to the Chief External Relations Officer (CERO).


Specific Responsibilities

Project Management
* Support External Relations projects, including monthly reviews for accountability and timely reporting of deliverables.
* Document and distribute minutes from stakeholder calls to address project plans and priorities.
* Prepare briefs, one-pagers, presentations, and reports for special projects and requests.
* Oversee project operations, updating plans and documents as needed.
* Help prepare and distribute monthly team metrics reports, tracking progress toward strategic goals.

Cross-Functional Collaboration
* Maintain the External Relations SharePoint site, keeping documents and data accessible and up-to-date.
* Update Link pages with clear, concise, and current information for team use.
* Use organizational platforms (e.g., Salesforce, Google Drive) to support team needs.
* Collaborate with team members to share key content and manage the content library.
* Facilitate effective team operations, including managing weekly meetings, agendas, minutes, updates, and follow-ups.

Database and Technological Platform Management
* Organize data to track progress toward team goals.
* Maintain HubSpot, monitoring data health and addressing issues like duplicates and bounce rates. Import contacts and create segmented lists.

Administrative Support and Team Operations
* Manage tasks like calendar scheduling, expense reports, travel arrangements, prospect research, and meeting notes.
* Assist with the non-staff budget and expenses, working with Finance for monthly reconciliations.
* Coordinate team meetings, retreats, and special events.
* Respond to External Relations Team requests and track project performance.
* Perform other duties as assigned.