Virtual Personal Assistant (Offshore)

About the Role

We are a dynamic entrepreneurial family seeking a highly motivated and versatile Virtual Personal Assistant to support a busy husband-and-wife team, AJ and Caitlin, in their professional and personal lives. This offshore role is ideal for a self-starter who thrives in a fast-paced environment, excels at multitasking, and can seamlessly blend business support with family assistance. You'll play a key role in streamlining operations, enhancing productivity, and handling day-to-day tasks with initiative and discretion. This is a full-time remote position requiring a minimum of 40 hours per week, with opportunities for growth for the right person with a growth mindset. Being interested in and willing to try new things using AI is critical. We will have weekly video conference call updates and maintain communication throughout the day via Microsoft Teams, email, phone, and text message.

Key Responsibilities

• Email and Communication Management: Sort, organize, and prioritize emails in Microsoft Outlook for AJ, Caitlin, and the family’s two boys (ages 6 and 9); respond to routine inquiries and flag important items for review; organize kids’ emails weekly and provide Aly and Caitlin with weekly agendas or suggestions every Sunday.
• Marketing and Social Media Support: Create and schedule social media posts using tools like Canva and AI platforms; automate posting processes to maintain consistent online presence; develop small marketing collateral pieces such as flyers, graphics, or basic promotional materials.
• Meeting and Scheduling Assistance: Prepare agendas for business meetings; schedule appointments, send calendar invitations via Microsoft Teams or Outlook, and coordinate with stakeholders.
• Travel and Logistics Coordination: Research and book flights, hotels, and itineraries for family and business trips; ensure cost-effective and well-planned travel arrangements.
• Financial and Spreadsheet Analysis: Review and summarize spreadsheets from Aly, highlighting major costs and suggesting actionable ways to reduce expenses.
• Document Creation and Task Execution: Interpret instructions from Loom videos or emails to produce basic documents, presentations in PowerPoint, or spreadsheets in Excel.
• Basic Business Operations: Assist with light financial organization (e.g., tracking expenses in Excel) as a lower-priority task; perform ad-hoc research for business ideas or market insights.
• Family and Home Support:
• Create grocery lists and meal plans; schedule contractors or service providers, ensuring they are reliable, trustworthy, and cost-effective.
• Research specific furniture needs for the home and Elevate (our business); compile options with price, delivery timelines, and company names; assist with furniture ordering and tracking.
• Update the weekly family calendar for Skylight, ensuring accurate inclusion of chores, daily activities, sports schedules, and travel plans.
• Educational Assistance:
• Create organized folders with resources for homework help, school forms/documents, and sports for the two boys (ages 6 and 9).
• Help prepare homework assignments and extra lesson plans, focusing on age-appropriate activities.
• Complete all training required for school volunteering to support the boys’ school activities.
• General Administrative Tasks: Handle phone calls to US-based contacts, vendors, or service providers; use AI tools for efficiency in research, content creation, or automation.

Requirements

• Proven experience as a personal assistant, virtual assistant, or in a similar role, with skills in marketing and basic business operations.
• Proficiency in Canva, AI tools (e.g., for content generation or automation), Microsoft PowerPoint, Excel, Outlook, and Teams.
• Excellent spoken and written English; comfortable making professional phone calls to the US.
• Self-starter mindset with strong organizational skills, attention to detail, and the ability to work independently.
• Willingness and ability to handle a mix of professional and personal tasks with confidentiality and reliability.
• Availability to work during EST hours (7:00 AM to 6:00 PM), with flexibility to cover full-time commitments (minimum 40 hours per week).
• Reliable high-speed internet and a quiet workspace for virtual collaboration.

Preferred Qualifications

• Experience supporting entrepreneurs or families in a remote capacity.
• Familiarity with tools like Loom for video instructions, Skylight Calendar, or automation platforms for social media.
• Basic knowledge of child education or lesson planning (not required but beneficial).
• Cultural adaptability and enthusiasm for working with a US-based family.

This role offers the opportunity to make a meaningful impact on a growing entrepreneurial venture, Elevate, while enjoying the flexibility of remote work. There are opportunities for growth for individuals who demonstrate initiative and a willingness to innovate with AI and other tools.

Application Instructions and Next Steps

If you're proactive, tech-savvy, and eager to contribute to both business success and family harmony, we encourage you to apply! Please submit your resume, a cover letter explaining why you're a great fit, and any relevant portfolio examples (e.g., Canva designs, sample documents, or spreadsheet summaries) to [your email address or application link].

As part of your application, record a short video (no longer than 5-7 minutes) introducing yourself and addressing the following questions. This will help us assess your communication skills and fit for the role. Upload the video to a platform like YouTube or Loom and include the link in your application.

Video Questions:

1. Can you describe a time when you used AI tools or Canva to create marketing materials or automate a process? What was the outcome, and how did it benefit your previous role or project?
2. How would you approach reviewing a spreadsheet to identify major costs and suggest ways to reduce expenses for a busy entrepreneur?
3. Tell us about your experience supporting families or children, such as organizing school-related documents or creating lesson plans. If you lack direct experience, how would you quickly learn and adapt to these tasks?
4. What does a "growth mindset" mean to you, and how have you demonstrated it in a professional setting, especially when trying new technologies or tools?
5. Describe how you would manage and update a family calendar (e.g., Skylight) to include chores, sports schedules, and travel plans, ensuring accuracy and clarity for all family members.