Virtual assistant

Hi there,

My name is Rachel. I am looking to hire a general virtual assistant to support me as I grow my business. Rachel Tracy Communications is the marketing consultancy I lead. I work with software companies to create content aimed at manufacturing and quality management audiences. I provide strategy and copywriting services, creating long-form content like articles, case studies and white papers.

I’m growing the strategy side of my business and am hiring a full-time, long-term virtually assistant with a strong work ethic. Proficient English and a good Internet connection are a must.

I’m accustomed to collaborating virtually, and my existing workflow and tool/tech stack is meant to make that collaboration more enjoyable and efficient. No one person can handle every task, so I certainly won’t put that expectation on you. However, I am hiring for these responsibilities:
• Appointment scheduling and calendar management
• Google Drive organization
• Email filtering and managing spam
• Social media management
• Notetaking
• Project coordination (using Trello)
• Online research
• Transcription of audio files (using our Rev account)
• Finalizing documents for clients
• Setting up & scheduling email newsletters
• Creating & updating processes
• Deadline / deliverables tracking
• BONUS: Researching and outlining blog posts

You will need to get up to speed quickly with these tools:
• Trello
• Google Drive
• Zoom
• Calendly
• Google Calendar and iCal
• GSuite/Gmail
• Buffer (social media scheduling)
• WordPress

Note: I am willing to give the right person access to training if you have a knowledge gap related to one or more of these tools. I’m more interested in finding someone with the right character, attitude, motivation, and personality than someone who already has all the right skills.

Workload & Timeframe
I would like to start vetting candidates immediately, and the effective start date would be as soon as we find the right person. Maybe the right person is you? I think it’s realistic to start onboarding the right person in January 2025 and begin the trial period.

The trial period will be 30 days. That way, we both have a chance to see whether we’re a good fit.
I’m looking for a long-term team member, and I would like to continue to expand your role (without overwhelming you). I believe that we CANNOT do our best work if we’re constantly anxious and spread too thin. I strive to make the pace and culture more like a library than a factory.

Other Things You Should Know
• I have typical business hours from 8am to 3pm Central Time (GMT-6).
• I have a young child, so I don’t work at night, on the weekends, or during U.S. holidays.
• I travel a good bit when I can and
• I'm usually closed for business from Dec. 21 through Jan. 1 or 2.
• I very rarely send emails late at night, but when I do, I do not expect for you to respond until we’re back in your agreed-upon hours or availability.
• You can take personal time when you need it. However, I would like to know well in advance so that I can plan accordingly. It’s really important to me to maintain a consistent, positive experience for clients and customers, and we will need to make sure someone is always on call and available for them.

Does this sound like a good fit to you?
I’ll receive applications between Friday, November 22 through Sunday, December 1. I’ll shortlist candidates along the way, and follow up with some candidates immediately. I plan to make a decision by December 14, and that’s when the 30-day trial period would begin on January 3, give or take a couple of days.

Here are the next steps…
Please send me a video where you tell me about your background, education, and why this position appeals to you. I know, I know, I’m not super comfortable in front of the camera either, but I want to get a sense of your personality. Then, we can ask each other questions and get to know each other.