Email & Meeting Notes Management

The Virtual Assistant will be responsible for managing emails and meeting notes for Jess, Alan, and Tristan. This includes organizing and categorizing emails, ensuring important messages are surfaced, and updating the CRM with meeting notes and tasks. The VA must be detail-oriented, highly organized, and proactive in keeping communication and records streamlined.

Primary Responsibilities:

Email Management
Monitor email inboxes for Jess, Alan, and Tristan throughout the workday.
Label and categorize emails based on urgency and topic (e.g., urgent, action needed, FYI, follow-up).
Filter and file junk emails to maintain organized inboxes.
Flag important emails requiring immediate attention.
Ensure no critical emails are missed and notify teaUpgrade to see actual infombers when necessary.
Meeting Notes & CRM Updates
Access Otter-generated meeting summaries and action items from client meetings and team huddles.
Update client records in Agent Acquisition (CRM) based on meeting discussions.
Assign tasks in the CRM to relevant teaUpgrade to see actual infombers, ensuring clear deadlines and instructions.
Complete all meeting note updates and task assignments within one hour of the meeting.
Expectations & Workflow:
Frequent email monitoring to maintain an organized inbox throughout the day.
CRM updates and task assignments must be completed within one hour of each meeting.
Clear, concise task assignments in the CRM with proper due dates and assignees.
Proactive communication—ask for clarification if anything is unclear.
Confidentiality is critical; client and internal discussions must be handled with discretion.
This is a remote role, with the expectation of availability during business hours to ensure timely inbox and meeting note management.