Part-Time Virtual Assistant (Outreach & Reporting)

Job Title: Part-Time Virtual Assistant (Outreach & Reporting)
Location: Remote
Work Hours: Flexible, but must be available between 08:00 - 20:00 Greece Time (GMT+2).

About the Role
I am a Growth Partner based in Athens, Greece, working with businesses to scale and optimize their operations. I’m looking for a proactive, detail-oriented Virtual Assistant to support me in two key areas: outreach and reporting. This is a part-time role (up to10 hours per week) with the potential to grow into a larger role as we build trust and establish a strong working relationship. You will play a critical role in helping me manage outreach efforts, track performance, and streamline reporting processes. If you are someone who thrives in a fast-paced environment, takes initiative, and is eager to learn and grow, this role is for you.

Key Responsibilities
1. Outreach
• Personalize outreach messages using provided templates and AI-assisted tools (prompts and training will be provided).
• Track outreach efforts and responses in HubSpot and Google Sheets.
• Ensure all outreach is completed accurately and on time, with a focus on quality and professionalism.
2. Reporting
• Maintain and update reports in Google Sheets and HubSpot.
• Assist in transitioning reporting processes fully to HubSpot (experience with HubSpot is a must).
• Ensure all data is accurate, up-to-date, and properly organized.
• Provide weekly summaries of outreach and reporting metrics.
3. Communication & Task Management
• Communicate with me via Slack for updates, questions, and task clarifications.
• Use ClickUp for task management, project tracking, and time tracking.
• Proactively follow up on pending tasks and deadlines without needing reminders.

Key Performance Objectives (KPOs)
Your success in this role will be measured by your ability to:
1. Outreach Execution
o Personalize at least 90% of outreach messages to a quality standard where the majority are approved for sending, ensuring minimal revisions are needed.
o Ensure all outreach is tracked and logged in HubSpot and Google Sheets with 100?curacy.
2. Reporting Accuracy
o Maintain error-free reports in Google Sheets and HubSpot, ensuring all data is updated weekly.
o Assist in the full transition of reporting processes to HubSpot within the first 1 month.
3. Task Management
o Complete all assigned tasks in ClickUp on time, with clear updates and progress tracking.
o Proactively identify and suggest improvements to workflows and processes.

Skills & Requirements
To excel in this role, you should have:
• HubSpot Expertise: Experience using HubSpot for outreach, reporting, and CRM management is a must.
• Attention to Detail: You consistently deliver error-free work and double-check your outputs.
• Strong Communication Skills: You write professionally, with perfect grammar, spelling, and tone.
• Tech Savviness: Proficiency in tools like Google Sheets, Slack, LinkedIn, and ClickUp.
• Self-Starter Attitude: You can take ownership of tasks, prioritize effectively, and work with minimal supervision.
• Problem-Solving Skills: You can think critically and find solutions independently.
You MUST have:
• A reliable computer and fast, stable internet connection.
• Access to communication tools like Slack and Zoom.
• Availability during 08:00 - 20:00 Greece Time (GMT+2) for task completion and communication.

Compensation & Benefits
• Starting Hours: 10 hours per week, with the potential to increase based on performance and workload.
• Hourly Rate: Competitive, based on experience and skills.
• Payment Method: Payments will be made via Wise (alternative methods can be discussed).
• Flexibility: Work remotely with flexible hours, as long as tasks are completed within the required time frame.

Application Process
To ensure we hire the best candidate, we’ve designed a 3-step application process:
1. Initial Case Study
o Complete a short case study to demonstrate your skills in:
? Personalizing an outreach message for a specific Linkedin profile using a provided template.
2. Loom Video Submission
o Record a 3-5 minute Loom video explaining:
? How you approached the case study.
? Why you’re interested in this role.
? Why you believe you’re the best fit for this position.
3. Final Interview
o Shortlisted candidates will be invited to a 30-minute Zoom interview to discuss their experience, skills, and approach to the role.

Case Study Example

• Scenario
You are given the following:
• https://docs.google.com/document/d/1aabt3sZQ-QyywxDKx1DoVjr14Bz0w5BG9UyHGbiGxs0/edit?usp=sharing
• A LinkedIn profile link for a prospect.
• A general outreach message template.
• Task
1. Personalize the Outreach Message:
o Review the LinkedIn profile provided and use the information from the profile to tailor the outreach message using the provided template.
2. Approval-Ready Message:
o Ensure the personalized message is polished, relevant, and ready for approval.
3. Submit Your Work:
o Provide the following deliverables:
? The original template provided to you.
? Your personalized outreach message.
? A brief explanation (2-3 sentences) on how you personalized the message based on the LinkedIn profile.

Loom Video Submission
Once you complete the case study, record a 3-5 minute Loom video explaining:
• How you approached the case study: Share your thought process for personalizing the message, how you used the LinkedIn profile, and whether you used the AI prompt.
• Why you’re interested in this role: Explain what excites you about this position and working with me.
• Why you believe you’re the best fit for this position: Highlight your relevant skills, experience, and enthusiasm for the role.


Why Work With Me?
• Long-Term Opportunity: I’m looking for someone to grow with me as my business expands.
• Flexible Work Environment: Work remotely with tools and systems that empower efficiency.
• Professional Growth: Learn new tools, systems, and skills while contributing to meaningful projects.

How to Apply
If this sounds like the role for you, please submit your application with the following:
1. A completed case study (instructions will be provided).
2. A Loom video (3-5 minutes) introducing yourself and explaining your case study approach.
3. A short cover letter highlighting your relevant experience and why you’re interested in this role.