Job Description
This Photography Business Institute is seeking a FULL-TIME Virtual Assistant (US based Central or Eastern time zone hours) with at least 3 years Virtual Assistant experience who will oversee customer service and tracking of students’ progress, course access, payments, awards and bonus eligibility.
You are the ideal candidate if you are an excellent customer-facing communicator who can problem solve to meet customers’ and the company’s needs. You can easily craft a written response to customer concerns, diffusing difficult situations. You are also comfortable pulling data and reports from Keap. You are a hyper-organized stickler for detail who can think and move fast in an environment with tight deadlines and are exceptional at proofreading.
Photography Business Institute serves creative individuals with coaching and courses. We value teamwork, extreme ownership, and a “how can we?” attitude. At the same time, our team also loves family, believes in supporting and loving everyone, and facilitates an inclusive environment where everyone feels safe and communication is open.
You are perfect for this role if you are highly proficient with Keap, have a mastery of the English language in written and spoken communication, are empathetic to customers’ needs, have flexibility in your life to work extra when needed, and operate with a massive sense of urgency so you (and others) get things done quickly and on time.
You’re good at managing multiple projects at once, from recurring tasks to last-minute needs. You’re the kind of person who will roll up your sleeves to help whenever needed to ensure team goals are met. You’re a people person and problem-solver.
If this kind of work excites you and you want to be part of a fast-paced, world-renowned company that trains and empowers creative people, you are a great fit for this Virtual Assistant role!
Job Title
-
General Virtual Assistant
Work Schedule
- Night Shift
Job Qualifications/Requirements
- Comfortable with tech.
- Very skilled at Keap (Infusionsoft) and CRM management.
- Hyper-organized.
- Proof-read marketing materials and test funnel flows.
- A stickler for details.
- Able to diffuse charged conversations over email.
- Empathetic to customers’ viewpoints and can see the big picture.
- A whiz at answering client concerns/requests.
- Great at finding assets in Google drive (testimonials, images etc) and
- Facebook groups for marketing campaigns.
- Masterfully can communicate in the English language.
- Flexible
- Good at following multi-step processes.
- Can document new processes in detailed SOP format so that anyone can follow.
- Schedule YouTube videos 2x a week through YouTube studio.
- Can create/improve upon processes for increased efficiency.
- Proactive and takes initiative.
- Calm and focused under pressure.
- Solution-oriented.
- A “can-do” person.
- Thinks fast.
- Ready to tackle projects and problems.
- A people person.
- Follows through.
- Meshes with a mostly female team.
- Additional requirements:
● Available to work weekend hours when needed during 6 key events each year.
● Access to a computer.
● Reliable Internet connection.
● Reliable and distraction-free work environment.
● In U.S. time zones (Eastern or Central time zones).
● Mastery of conversational English language.
Job Responsibilities
- Edit weekly podcast using Garage Band.
- Pubish Youtube Videos 2x a week in YouTube Studio.
- Provide and revoke student access to membership areas (Thinkific) and
- Facebook communities, based on daily reports and payment status/graduations.
- Daily updating of Keap tags depending on student status.
- Daily review of payment failures in Keap and reach out for collections/payment plan options on specific programs.
- Set up and monitor recurring payments, canceling payments when necessary in Keap.
- Monitor Authorize.net account and payments.
- Audit automated buyer messages to ensure delivery via Keap CRM and email delivery.
- Create personalized buyer SMS and email messaging to ensure product consumption.
- Pull reports on upcoming student renewal opportunities and proactively communicate opportunities, send invoices, etc.
- 3x daily monitoring and response to customer service inbox inquiries.
- Let students in Facebook group during 6x a year challenges.
- Proactively send up to 200 text messages / day during 6x a year challenges to get students into Facebook group.
- Coordinate with other team members to respond to customer service inquiries that come in through social media platforms.
- Provide daily order reports to vendors for fulfillment of book orders.
- Live customer support during weekly webinars, quarterly challenges and annual 3-day virtual event.
- Attend 2x / week team huddles and report on customer service issues.
- Ongoing audit and verification of t-shirt sizes and mailing addresses for physical product fulfillment.
- Set up reports and audit them regularly to track sales of tickets for events (4 events/year).
- Track which marketing activities produce ticket sales on reports.
- Record and transcribe materials as needed.
- Set up Google Sheets to monitor tracking of student progress/payments/ contracts in cohorts.
- Send out student contracts and track completion/follow-up.
- Set up student payment plans and track/follow-up.
- Send personal emails & text messages to people in our free challenges to increase participation.
- Social media monitoring/collection of contest entries during quarterly giveaways.
- Facilitate communication between team members in various departments to ensure customer satisfaction.
- Quarterly audit monthly recurring software/tools for efficiencies and usage.
- Proofread marketing copy and other materials with excellence before they go live.
- Maintain records on company trademark filing needs/audits.
- Light video (clip front and back of long recordings) + podcast weekly editing.
Good luck and God Bless!