Virtual Business Personal Assistant – Are you a master of organization and communication that loves to see inbox zero?

If you love making sure your email inbox is at 0, can’t stand being disorganized, can respond to a variety of emails that templates may not work for, enjoy interacting with people, can moderate Zoom calls, love learning about different businesses, and can work US business hours, then this is the position for you. If that last sentence didn’t immediately get you excited, then let me save you some time, this position is not for you.

This is a long term, stable position. If you are excellent at your position, I will make sure you are taken care of.

I am a casual, yet very hard working, serial entrepreneur that has built, sold, and acquired multiple businesses which is why these business owners want to work with me. I have very good and friendly relationships with everyone I work with and I am looking for someone who is easy to work with but isn’t afraid to put in consistent and diligent effort every day. My personal reputation in this space is very important so I will be making sure everyone is treated with respect while embracing solid beneficial relationships. I am also known for my responsiveness so the inbox needs to be checked a few times a day during US (PT to ET) at a minimum. Also, all information being handled with these businesses is confidential so NDAs will be strictly enforced.

Your daily role is that you will be my assistant in specifically (1) handling my email inbox, (2) managing my weekly calendar, and (3) moderating Zoom calls between two parties.

For my email inbox, in a typical month, I am conversing via email with a couple hundred different parties (business owners and business buyers). I am usually sending about 400-1000 emails each month. I estimate this is about 10-20 hours of work each week. I also estimate that about half of these conversations can be responded to by templates or very easy back-and-forth conversation. The other half of conversations varies slightly so thinking on your feet is crucial. If you are willing, I can teach you everything needed to know so that you can succeed in this role.

For my weekly calendar I am usually in calls about 10-20 hours each week. I will have you manage my weekly calendar and schedule calls based on a set of instructions provided. You will also be moderating some of these calls yourself without me involved.

For my moderating of calls, I usually average 1-2 Zoom calls per day that are specifically used to introduce two parties together and last 45-60 minutes. Please note, even though this is the average, the calls come in waves where there may be no calls for a few days and all the calls for the week in a day or two. I will have you be on these calls to introduce the two parties, set the agenda, make sure the appropriate topics are discussed, and take notes. Your total amount of speaking time for each call is usually less than 2 minutes.

As far as hours go, this will start as a part time position. Depending on the level of mastery in the role, the other skill sets you have, and your drive to learn/do more than a full time position is possible.

Make sure to write “banana” as your favorite color in the interview form (link found at the end of this description) so that I know you read this.

Job Details:

Main Details:
Location: Remote
Travel required: None
Hours per week: 20-40
Work schedule: the exact hours worked can be flexible but most of the hours need to be US business hours (PT to ET)
Start date: ASAP
Required language proficiency: English

Main functions:
Monitor and respond to email inbox during US working hours
Coordinate calendar for business calls I need to take
Moderate certain business calls

Skills needed:
Perfect written English skills (this is an absolute requirement, if you struggle at all with written English then please do not apply as you will not succeed in this position)
Exceptional verbal English skills
Strong attention to detail and organizational abilities
Quick learning
Good with people
Good with tech/software
Creative problem solver
Affinity towards business
Reliable computer, webcam, microphone, and internet
Knowing when to keep certain information confidential
Timeliness to meetings
Efficient at getting things done and keeping track of multiple projects at once
Good at researching random project needs or questions that arise
Previous experience in the ecommerce or online business industries

Software knowledge:
Gmail
Google Drive
Google Sheets
Google Calendar
CRMs (Capsule)
Zoom
Calendly
TextBlaze
Task management software (like Notion, ClickUp, etc)
AI (Claude or ChatGPT)
Password management (like LastPass)

If you would like to be considered for this role, please fill out the form here: https://forms.gle/27T7oBgEwDWp1y1y6

I am only reviewing candidates that fill out the form. If you have any errors, then message/email me with "URGENT" in the subject line and I will review your error.

I look forward to learning more about you and hopefully we have a long standing working relationship together. If you've ever had aspiration for online business or simply enjoy online business, I can teach you more in this role than any MBA class can if you want to learn.