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Virtual Assistant - Admin - IT and Client Care for Holistic Business

Introverted Visionary 2 months ago

Virtual Assistant-Admin-IT and Client Care for Holistic Business

You have the flexibility of working from home! This is an exciting opportunity for a heart-centered professional who loves to stay on top of organizing, has a natural talent for top notch customer service, and creating efficiencies with workflow to be a part of a coach/consultant small business with a big mission:

NOTE: If interested, please follow the instructions at the bottom of this posting. Experience doing admin, client care/customer support for an online business required. Please do not apply if you don’t have this experience–your application will be deleted to save us both time 🙂

Our mission is that holistic and integrative medicine options become mainstream in our country, instead of mainly relying on drugs or surgery. We do this by helping holistic health practitioners reach more people and grow their businesses more effectively. Many holistic practitioners went into the profession to help people but not to run a business & they struggle with that. They learn a step-by-step process of getting patients more consistently through our trainings & mentorship programs. The format of what we offer includes teleseminars, live speaking, and high-end private and group coaching/mentorship. You will work with someone who is very dynamic, results-oriented, & always open to new ideas. Work in a supportive environment from home.

You pride yourself on being one step ahead of what is needed. you excel with fast-paced and changing priorities to adapt to our client requests and ensure that our clients’ experience is a positive one. Your supervisors have told you that you are outstanding with admin and customer service. You are proficient with software and IT troubleshooting things online.

If you do not know how a webinar opt-in sequence works or do not have online business experience, do not apply.

NOTE: If interested, please follow the instructions at the bottom of this posting, or you will not be considered.

Work independently, 35-40 hrs/week, 5 days/week,

Role Description:

Client Care support

  1. Respond attentively & with urgency to client requests by email and phone
  2. Ensure that our clients receive a warm welcome by phone, are able to access their program materials online, get their pre-work materials in timely, and help with customer service-related matters during their participation in our online programs.
  3. Handle refund request or special situations in a friendly, warm and professional manner

Procedures/Operations management

  1. File emails & organize our procedures. Document our procedures; create templates for different scenarios.
  2. Review our program materials & take initiative to streamline/redesign delivery (ie, emails, online portal) for optimal client experience based on client feedback

Admin/IT support

  1. Post pre-scheduled social media posts or videos for our Facebook private groups. Facebook community management & inspire engagement. Be available to troubleshoot IT issues during our online program calls. Also help edit and organize our worksheets to look good using our brand look (template provided).
  2. Help process sales with sending agreement, training calendar, and welcome email
  3. Manage the manager’s training calendar (to include schedule of our calls with clients) proactively & with accuracy
  4. Occasional cross-coverage with admin assistant on our team to connect with potential clients to book warm lead appointments (by phone and by email)
  5. Metrics reporting

Requirements for this Role

  • Strong administrative, customer service/client care experience preferred–by phone and email.
  • Must be computer savvy.
  • Experience assisting coaches, business consultants, online businesses, or practice management company required.
  • Experience supporting holistic practitioners or medical offices preferred (ie, chiropractors, acupuncturists, health coaches, naturopathic physicians, medical doctors, functional medicine practitioners, dentists, etc), but not required.
  • Enjoy supporting behind-the-scenes PLUS calling to talk to people also.
  • *Google drive and strong file management & process documentation experience
  • *Infusion Soft, Helpscout, Teamwork PM,, You Can Book Me, Jotform, Zapier, and WordPress experience a plus (although not a requirement)

About you:

One step ahead (you think ahead about what would be helpful to support your manager), Self starter, warm, sense of urgency with important things, resourceful, detail-oriented, systems oriented, creative, heart-centered, passionate, creative, motivated, independent, efficient, conscientious, intelligent, mature, problem solver, compassionate, good listener, flexible. Being top notch & giving the best customer service is important to you.

Don’t apply if you:

Are not used to a busy environment with potentially shifting priorities based on client needs, are not an out-of-the box thinker, detail-orientedness is not your thing (nor is sense of urgency)

Questions below must be answered completely in your application, and please attach your resume or a link to your website to be considered. Look forward to working with you!

1. What attracted you to this role and why do you think you’re a good fit for this role?

2. Ideal # of hrs/week you’d like to work. Also include the WPM you type.

3. Visit our website and go to the “Testimonials” tab. Find the 5th word in this section and include it in your response.