Administrative Assistant for Customer Service

DO YOU LOVE TO...

Get work done...fast... and make a meaningful difference in peoples’ lives?

Consistently grow into your potential both personally and professionally?

Be part of a tight-knit, high-performing, result-driven TEAM of like-minded people that push you to be your best?

Have a massive impact on a fast-growing company and thousands of other health businesses?

Be given massive responsibility but ALSO massive freedom without being micromanaged?

Be appreciated for constantly going above and beyond and being a rockstar?

Are you willing to help us grow our business, instead of your own (or someone else’s), while helping you achieve YOUR dreams in the process?

If that little voice in your head is yelling “That’s ME!”, then keep reading…


WHO WE ARE:

We are the Menopause Weight Method.

Essentially, we help women struggling with weight gain associated with menopause.

Based in the United States and Canada, we’re on a mission to help 100s of women by optimizing their hormones, reaching their ideal weight and helping them live their best lives.

We believe that an organization can only become the best version of itself to the extent that the people who drive that organization are becoming better versions of themselves. That’s why our goal is to help each of our team members grow into their fullest potential.

We don’t believe in trading time for money or following a 9-5 schedule. Instead, we are completely result focused. So, as long as you meet your objectives and support our company and/or clients to better results, we don’t care what your daily schedule looks like. We want you to enjoy a great quality of life in addition to feeling great about what you’re doing at work.

At the Menopause Weight Method, you are NOT accepting a “job”. Jobs are boring. You’re accepting something so much more. You’re accepting to join us in our mission to empower women and build one of the most desirable companies to work for.

We are a MERITOCRACY that rewards the value you add to our company’s growth and our clients’ success. Likewise, our goal is to add value to you as a person. You will be given the opportunity to grow within our company so that you’re 100% committed to us (and us to you) - instead of going through the aches and pains of doing your own thing or working somewhere else.

However, if you’re hellbent on building your own brand or company, then we aren’t a good fit to work together.

Working with us, you will help us set a new standard of excellence and delivery in our industry – every single thing you do on our team brings us closer to that goal. Work, we believe, needs to be fun, challenging and something that makes you so excited that you jump out of bed each morning. We believe in work-life INTEGRATION.


OUR TEAM:

We are a virtual team with members mainly in Ontario, Canada. Our founder and CEO, Kristen Kupeyan, splits her time between Ontario, Canada and Florida, USA. Our team members are all driven by their shared desire for impact, excellence, and continuous growth.


OUR CULTURE:

Our culture is based on the premise “To treat others how we want to be treated” - regardless of location. Since our team is mainly virtual, it’s about how we show up day after day, how we behave and treat one another in and outside of work. It’s about being a self-starter who does what’s needed to get done and who is held accountable to specifically defined targets without having a manager breathing over your shoulder.

It’s about our shared values and how we communicate those values to each other and our clients. Regular two-way feedback, collaboration, and transparency within our team and our clients isn’t something we thought would sound good. It’s what we BELIEVE in and what we PRACTICE.

Strong culture inside the business equates to strong culture outside the business (with our clients) which is probably why we have grown so quickly ????

We live and breathe the following core values:

*Be Reliable, Responsive and Timely to Team Members, Clients and Tasks

*Be Honest; know when you’re right, admit when you’re wrong, find answers or ask for answers if you don’t know

*Strive for Personal growth; always want to learn more

*Owner-like commitment; Treat this business like it’s our own

We expect any new team members to as well.


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About Menopause Weight Method
The Menopause Weight Method is the industry-leading coaching and company for women struggling with hormone imbalance and the associated weight gain.

The company was founded in 2023 and is led by Dr. Kristen Kupeyan - a Canadian born and raised athlete who followed her longtime passion for medicine to become a triple board certified Family Physician and Obesity Medicine Physician in both the United States and Canada with Certification in Hormone Replacement Therapy, Aesthetic and Functional Medicine.

Combining her joy for athletics and academics at an early age instilled in her the importance of balance and wellness and continues to be a touch stone at each stage of the medical care she provides.

Our mission is to help women optimize hormones, gain energy and lose weight so they can feel like themselves in 90 days or less.

Learn more at www.menopauseweightmethod.com

ROLE

You are amazingly organized, efficient, and love dealing with numbers, data, and spreadsheets. You have a strong understanding of using formulas in Google Sheets and can use that knowledge to better help us organize our data and workflow. You understand how to use zoom and dropbox.

You create SOPs, AND you help keep them up to date.

You support our client success team by managing information and handling administrative processes with attention to detail. You pick things up quickly and enjoy handling a variety of tasks and running repetitive processes over and over.

You perform well under pressure and time constraints. You get things done as quickly as possible while triple checking for accuracy and quality.

You are able to represent our brand and have conversations with prospective customers in social media platforms such as Facebook and Instagram. You can follow a script, move conversations forward, and handle general customer support inquiries.

Overall, your contribution allows our company to run more smoothly, fires are put out quickly (and there are less of them), holes are plugged, and things just work better.


RESPONSIBILITIES

Have 15-20 hours per week available for the following tasks:

Study Menopause Weight Method’s Company Culture documents to be 100% clear on the company vision, core values, ideal clients, important processes, and overall business model.

Create Standard Operating Procedure (SOP) quickly and accurately, so that they require no additional adjustments. Maintain company playbook.

Download zoom video recordings and upload to [DROPBOX / GOOGLE DRIVE] for all enrollment, onboarding, coaching, and retention calls.

Organize any recorded calls that were streamed into the FB group into the Guides section.

Respond to comments in Facebook ads in a positive manner, that help facilitate conversation and move people forward in the sales cycle.

Moderate comments on our Facebook ads to remove negative or abusive comments and ban those users from seeing our ads.
Invite people who “like” our Facebook ads to like our Facebook page.

Post thoughtful comments on relevant Instagram posts that suggest you’re an actual human, not an automated bot.

Follow our ideal clients on Instagram and continue to follow and engage with their content and ultimately get them into DM conversations to move them into our sales pipeline.

Respond to comments, emails, and direct messages (DM) as quickly as possible (within minutes is ideal).
Accept new member requests into our free Facebook group and engage with them ASAP via Facebook messenger.
Manage customer service for all prospects, organizing email inbox and handling “Conversational Close” (templated email scripts).

Support with all client-related administrative projects. This includes organizing client data in Google Sheets, tracking and reporting renewals/pauses, and handling all relevant client communications.

Handle administrative tasks for client onboarding and client success (updating CRM, sending welcome kits, sending birthday cards, admitting new clients to FB group and welcoming them with a post).

Update critical numbers tracking sheet every Monday morning by 9am EST for the previous 7 days.

Capture screen shots of social proof in FB group and catalog them.

Handle graduation admin for any clients by revoking access to product and removing them from FB group.

Assist with additional administrative projects such as organizing documents, video content information.

Company metrics are accurate, reported on time, and provide 100% confidence to make quicker decisions.

RESULTS

Your goal is to ensure friendly and prompt customer service for both potential and active clients.

Company SOPs are created quickly and accurately

Company scorecards are completed on time with 100?curacy


REQUIREMENTS

-Excellent English language skills
-Minimum of 2 years experience as an administrator
-Previous experience in customer service role
-Very well organized, structured, and efficient
-Knowledge of continuous process improvement concepts and practices
-Excellent time management skills and organizational skills
-Excellent understanding and experience using Instagram, Facebook, Facebook messenger, Gmail, and Google Docs/Sheets.
-Knowledge and experience using Active Campaign, Schedule Once and GoHigh Level