Personal Assistant

Overview:
Aquaintz Consulting is an Equality, Diversity and Inclusion Consultancy with an innovative and empathetic approach to supporting organisations to create Inclusive change. Offering a range of specialist services, including Inclusion audits and strategy development, Consultancy, Training and Coaching. Providing clients with effective solutions for each stage of your inclusive organisational development needs. We are seeking a proactive and organised Virtual Assistant to manage day-to-day operations and provide support for both client-facing and back-office tasks. This role requires excellent communication skills, digital proficiency, and a high degree of attention to detail.

Key Responsibilities

Daily Administrative & Financial Tasks:
• Monitor payments and update bank transfer/invoice trackers.
• Process Tide payments and send invoices for services rendered.
• Handle appointment confirmations, cancellations, and follow-ups.
• Manage unpaid invoices.
• Set up customer feedback surveys as and when required.
Lead Management & CRM:
• Qualify and book leads from Hubspot CRM, LinkedIn and platforms using Tidycal
• Research potential leads and add Companies, Contacts and key information into Hubspot CRM, Including potential pain points or comments made by the contacts re their views on Equality, Diversity and Inclusion.
• Engage 20 new leads in the banking, law, events and creative industries each month, share templates with CEO/Founder in advance for approval.
• Track and manage client data in Hubspot CRM software and regularly update lead statuses.
• Follow up with new leads, ensuring clients are scheduled and contacted in a timely manner.
Client Communication:
• Provide customer service via email.
• Send out proposals, contracts and pre and post-session surveys as required.
• Handle client queries and reschedule appointments, adhering to cancellation policies.
Social Media & Marketing:
• Create and post LinkedIn and Instagram content (posts, reels, videos) using Canva to engage prospects and current clients.
• Schedule and create Instagram Live events and coordinate with CEO/Founder on topics for these sessions.
• Identifying potential prospects through online, LinkedIn and other mediums- assessing their needs for the service, previous comments or news about their views and activities related to Equality, Diversity and Inclusion.
• Identify and engage suitable podcasts for the CEO/Founder to appear as a guest on.
• Identify and engage organisations for suitable paid Speaking opportunities for the CEO/Founder to speak at.
• Identify and engage suitable Press (Magazines, Newspapers etc) for the CEO/Founder to be featured in or contribute to.
Reporting & Metrics:
• Prepare weekly end-of-day (EOD) reports summarising completed tasks, outstanding items, and updates.
• Track consultancy growth metrics, lead conversion rates, and Social media engagement.
Required Tools & Software:
• Trello for task management.
• Google Sheets for financial tracking and metrics.
• TidyCal for scheduling and diary management.
• Canva for social media content creation.
• Hubspot for CRM and lead management.
• Googlemail for client communication.
Key Qualifications:
• Strong organisational skills and the ability to handle multiple tasks efficiently.
• Excellent written and verbal communication, comfortable speaking with clients and team members.
• Proficiency with the software tools mentioned above, or a willingness to learn them quickly.
• Ability to follow detailed instructions and adhere to standard operating procedures (SOPs).
• Flexibility in working hours, including availability Monday to Saturday during UK business hours.
Desirable but not Essential:
• Experience working for a start-up Consultancy
• Knowledge of Instagram marketing, including content creation and ad tracking.