Dynamic Operations Virtual Assistants Needed for Ongoing Support

About the Company:
Helm Holdings is a holding company owned and operated by Will Bubenik. Helm Holdings manages and supports a portfolio of businesses focused on sales operations and digital accessibility services:

A Latte Leads (Upgrade to see actual info): A boutique outbound sales agency that helps businesses grow their pipelines by delivering highly targeted, high-converting leads through customized outreach strategies.

Sellable (makeitsellable.co): A specialized sales consultancy and broker that connects digital accessibility companies with the right buyers and partners, helping them expand their market reach.

Will Bubenik Consulting (Upgrade to see actual info): A consulting practice that advises agencies on how to improve digital accessibility practices and ensure compliance with accessibility standards.

About the Role:
We are hiring two highly adaptable and proactive Operations Virtual Assistants to support Helm Holdings and its subsidiaries. This is a dynamic role where you will manage a range of operational tasks, project coordination, client communications, and internal process improvements. This role requires initiative, reliability, and attention to detail. To demonstrate you’ve fully read this description, please include the word ‘banana’ somewhere in your application or CV - bonus points for creativity. You will directly contribute to keeping our workflows organized, client deliverables on track, and internal systems optimized. We’re looking for candidates who thrive in a fast-paced, multi-business environment and who are comfortable juggling multiple priorities.

Schedule:
The role requires alignment with Eastern Standard Time (EST) and U.S. holidays. We are hiring for two shifts:
Shift 1: 6 AM – 2 PM EST
Shift 2: 12 PM – 8 PM EST

Please specify your shift availability in your application.

Key Responsibilities:
Inbox & Assignment Management
- Manage multiple project inboxes, triage tasks, and initiate follow-ups based on project updates.
- Distill insights from industry newsletters for internal teams and client-specific updates.
- Proactively prepare and assign tasks for upcoming workdays.


Email & Communication Support
- Draft simple email sequences, follow-ups, and templates for internal and external stakeholders.
- Write client project update emails and support delivery of straightforward project tasks.
- Route inbound requests to the appropriate teaUpgrade to see actual infombers efficiently.

Process Improvement & Automation
- Document and map operational processes, collaborating with our automation team to identify system improvements and workflow optimizations.

Contract Support
- Assist in the preparation and organization of:
- Independent Contractor Agreements (ICAs)
- Addendums
- Master Service Agreements (MSAs)
- Statements of Work (SOWs)

Opportunity Sourcing
- Monitor channels for new business or partnership opportunities.
- Vet opportunities and assist in drafting proposals.

Time Tracking & Invoicing
Maintain accurate time tracking across multiple projects and clients.
Prepare and submit invoices based on tracked hours and project completion.

Meeting Notes & Follow-Ups
Review recordings and AI-generated transcripts (e.g., Attio, Granola, Fathom) to capture action items and follow-ups.
Join select meetings to support with live note-taking and post-meeting follow-up distributions.

Client Insights & Reporting
Gather and organize key data points from tools such as Mixpanel and Attio to support Quarterly Business Reviews (QBRs).
Collaborate with leadership to prepare client 1:1 and Customer Experience (CX) briefs.

Preferred Qualifications:
Exceptional attention to detail, strong organizational skills, and critical thinking.
Professional-level written and verbal communication skills in English.
Ability to manage competing priorities across diverse projects.
Prior experience in executive assistance, project coordination, or virtual operations roles.
Bonus if you have lived experience with disability/accessibility or have worked on digital accessibility projects before.

Familiarity with these tools is a plus, but not required:
Project Management
Airtable
Notion
Slack
Google Workspace
Microsoft Outlook / Microsoft 365
Wrike
Data & Reporting
Google Looker Studio
Mixpanel
Excel/Google Sheets (more on the formula and macros side)
AI Tools
Granola
Fathom
Cassidy
ChatGPT
Claude
Zapier, Make (or other automation platforms)
CRM
Attio
Upgrade to see actual info

Application Instructions:
To ensure your application is considered, ensure you have read the full job description and complete these additional steps below. Those that have not read the full job description or complete these steps will not be considered.
Record and submit a short introduction video (via Loom or another platform).
Indicate your preferred shift (Shift 1, Shift 2, or either).
Review Will Bubenik’s LinkedIn profile and tailor your application to reflect how your background aligns with Helm Holdings and the industries we serve.