Virtual Assistant/Online Business Manager Needed for Fast-Growing Marketing Consultancy

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OVERVIEW Special Projects is a boutique marketing consultancy that partners with fast-growing independent businesses and early-stage entrepreneurs to strategically expand their impact and reach. We are seeking a highly proactive and strategically-minded individual to join us as our Virtual Assistant and Online Business Manager. This is a dynamic role blending immediate, high-impact tactical execution with strategic operational development. You will be a key partner in handling essential day-to-day administrative and operational tasks while simultaneously contributing to the strategic growth of our business. You will have significant purview into our operations and the opportunity to take ownership of critical systems and processes, playing a vital role in enabling the CEO to focus on their genius zone. To be successful in this role, you should have previous experience supporting entrepreneurs or consultants, with strong technical skills and systems thinking. If you're the type of person who sees what needs to be done and gets it done quickly, takes initiative to create operational excellence even amidst shifting priorities, we'd like to meet you. ABOUT THE ROLE: JUGGLING REACTIVITY & BUILDING SYSTEMS This role requires a unique blend of skills. For the first 3-6 months, expect the role to be approximately 70% reactive Assistant tasks and 30% strategic Online Business Manager responsibilities. You'll need to adeptly juggle immediate, urgent needs while always keeping an eye on the long-term goal of building scalable systems to reduce reactivity over time. Our aim is to evolve towards a more strategic, less reactive operational model, and you'll be instrumental in that journey. We prioritize asynchronous communication by default (e.g., creating Loom videos instead of scheduling live calls for explanations) to maximize efficiency. In the spirit of transparency, you won't be spending months onboarding, though we fully understand that ramp takes time and we commit to getting you what you need to be successful. We need someone with a real-time, rapid, intuitive, figure-it-out mentality. We're here to answer questions when AI tools and our existing documentation don't provide a solution. You will have significant autonomy and are expected to quickly grasp challenges and find solutions. If you encounter ambiguity, you're comfortable pushing through it and prioritizing action over perfection. We need someone who can independently identify what needs to be done and execute on it quickly. To manage immediate priorities and ensure alignment, we'll have a light-touch, asynchronous check-in at the beginning and end of each day (via quick Slack message or a daily huddle) to confirm top tasks. This helps manage expectations and adapt to frequent reprioritization. RESPONSIBILITIES Strategic Executive Support & Communication: Proactively manage the CEO's calendar, triage emails, and coordinate meetings to optimize their time and focus. This includes developing concise meeting pre-reads utilizing AI-driven templates (aiming for less than 5 minutes per meeting through automation) and streamlining post-meeting client communication workflows, organized by meeting type. Expected response within 2-4 hours during core business hours for urgent matters. Centralized Operational Hub & Priority Management: Design, maintain, and continuously optimize the CEO's Notion workspace, including the homepage and priority views. Your role is to transform Notion into a dynamic, real-time command center for task management, project oversight, and key information, ensuring the CEO always has a clear, succinct view of priorities and progress. Automated Information Flow & Reporting: Develop and implement automated systems to provide the CEO with critical, succinct updates on key activities, such as a weekly overview of calls. The goal is to ensure essential information is delivered efficiently and asynchronously, reducing the need for manual reporting. System Integration & Workflow Automation: Identify opportunities and implement solutions to connect various business tools (e.g., CRM, project management, communication platforms) and automate repetitive processes. This includes tasks like consolidating communication channels and exploring new integrations through tools like Make to enhance overall operational efficiency. AI-Powered Efficiency & Content Optimization: Actively explore, recommend, and integrate AI applications into daily workflows to enhance productivity and content quality. This involves leveraging AI for tasks such as drafting communications, refining prompts for specific content needs (e.g., LinkedIn posts), and exploring ways AI can streamline operations. (If you are right for this role, this excites you rather than makes you feel defensive or fearful.) Financial Operations & Administrative Streamlining: Manage and optimize essential financial tracking and administrative processes. This includes maintaining accounts payable/receivable records within Notion, ensuring proper receipt management (e.g., linking Google Drive folders), and supporting the invoicing process to maintain smooth back-office functions. Proactive Problem-Solving & Continuous Improvement: Consistently identify operational bottlenecks, anticipate business needs, and propose well-thought-out solutions. This involves taking initiative to standardize processes (e.g., SOPs, Google Templates) and troubleshoot challenges, driving ongoing operational excellence and reducing future reactivity. QUALIFICATIONS A proactive, ownership-minded individual who thrives in dynamic startup or small business environments, anticipating needs and executing tasks rapidly while contributing strategically. Demonstrated ability to think quickly and strategically, take initiative, and drive positive outcomes—with limited resources and frequent shifts in priorities. Proven startup/small business experience in roles with increasing operational responsibility. Experience quickly learning and implementing new software and tools, with a strong interest in leveraging AI applications for efficiency and a willingness to integrate AI as a primary tool for initial task exploration and automation. Proficient in standard office software and experienced with relevant CRM, project management, and automation tools. Exceptional organizational, time management, and project management skills; adaptable problem-solver who thrives in a reactive environment and can quickly pivot. Strong communicator, capable of synthesizing information and articulating strategic ideas, and comfortable providing administrative support. Highly responsible and genuinely invested in the growth and success of a small business, demonstrating near-immediate responsiveness for urgent operational needs. SKILLS AND SYSTEMS You should have experience in, working knowledge of, or be willing to quickly learn: Notion or similar project management platforms AI tools (ChatGPT, Claude, Gemini, etc.) for business applications – a core part of our initial workflow strategy. Google Workspace (Gmail, Calendar, Docs, Sheets) Cal.com or similar scheduling tools Slack for team communication Attio CRM or similar CRM tools Make or similar automation tools Canva and/or design tools like Figma JOB DETAILS This is a part-time, independent contractor position starting at approximately 10-15 hours per week. Hours are flexible, but rapid responsiveness and availability during standard business hours (9 am-5 pm PT) are required for urgent tasks. Pay starts at $25-30 per hour. Work is fully remote; reliable computer and internet connection required. Prioritizing responsiveness is a core value; overcommunication is helpful to the CEO, even if it’s brief. HOW TO APPLY Interested applicants who meet the above qualifications should respond with: Resume or relevant work experience description Brief cover letter explaining why you're interested in this role. Please specifically address your interest in and approach to managing both strategic operational projects and immediate, reactive administrative tasks in a fast-paced environment. We want someone who enjoys this, doesn't hold their nose at it. Something you geek out on (we like people who bring passion to their work!).

Keyword: Project Coordinator

Price: $25.0

Digital Project Management Project Management Project Scheduling Email Template Development Business with 1-9 Employees Administrative Support Email Communication Virtual Assistance Communications Executive Support