Virtual Assistant / Operations Coordinator (Remote) ID-1184

December 10, 2024

A popular home design and lifestyle brands team is looking for a dynamic and experienced Virtual Assistant / Operations Coordinator to join our team! This position will be temporary to fill in for a team member who is going on maternity leave, but there is potential for this to turn into a regular, full-time position. (Note: This position is a contract, 1099 position)

Overview: Assist the client and team with all administrative tasks including but not limited to; scheduling, calendar management, gifts and gratitude, team management, email consolidation, community management, website updates, and daily operations tasks.

Primary Responsibilities & Job Duties:

1. Daily Email Management: Go through emails on a daily basis, flag important emails, input key items into the daily log document.

2. Executive Assistant duties: Send a morning text with updates, to-do items, and urgent matters. Manage calendar, classes/appointments, check emails, customer service, communicate with other vendors and teams. Responsible for all scheduling, meeting agendas, and meeting notes.

3. Community Management: Monitor comments, DMs on social media. Respond to website inquiries and reviews.

4. Customer Service: Manage email regarding orders and handle customer-facing communication. Coordinate with the ecommerce/retail team regarding returns, damaged items, etc.

5. E-commerce Support: Assist the e-commerce team in adding new products to product catalog and website.

6. Monthly Reporting: Assist with monthly reporting for bookkeepers.

7. Special Projects: Work on various projects (photo organizing, asset management, special requests, etc.).

8. Team Project Management: Manage team projects and communication, including new team member onboarding, past team member offboarding.

9. Virtual Consulting Coordination: Manage virtual consulting program, including client communication, adding new designers, managing schedules, and communicating with clients.

10. Additional Responsibilities: A team player who is able to manage tasks as they arise.

Skills and Qualifications:

Dynamic and a self-starter

Able to multitask and handle multiple projects at the same time

Must be able to work independently and complete tasks in a timely manner

Maintain professionalism in all interactions

Extremely organized.

Strong communicator and team collaborator.

Experience and success working in a self-managed environment.

Ability to maintain confidentiality and handle sensitive information with discretion.

Time Commitment:

Hours: 40 hours/week (8 hours each day)

Must be able to work PST hours

Requirements

Requirements:

3+ years of experience as a virtual assistant, executive assistant, operations coordinator or similar role.

Must have your own computer/internet setup

Must type minimum of 50 WPM

Proficient in G-Suite

Must be knowledgeable in Canva or similar graphic designing software

Experience with Shopify & Airtable is a bonus, but not required

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

DISCLAIMER

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

5. HOW DO YOU PROCESS INFORMATION?

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

8. HOW TO PRIORITIZE WORK?

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

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