About the role
I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.
If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!
My promise to you:
I provide a FUN working environment.
We are constantly learning new things.
We are a team who wants to be the best at what we do, which means you have the BEST teammates.
I ALWAYS pay on time.
I treat all of my team members with respect and love.
Client Overview:
Caitlyn is an HR consultant and an absolute dream client to work with! She’s looking for an awesome unicorn who can take some administrative tasks off her plate so she can focus on more pressing things.
Client Requirements:
Must be able to work 20 hours weekly
Must be able to work any 4-hour block in the afternoon, between 12pm and 5pm Eastern Time (US), Monday through Friday
Must have strong English communication skills (written and verbal)
Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
Must be comfortable thinking a task through and working out the right next step
Must be consistent with the small details, and prioritize getting things right over getting them done fast
Must be open to feedback and able to apply it to future tasks
Must be excited to learn more about Caitlyn’s preferences, clients, and the business over time
Must take ownership of follow-through so nothing slips through the cracks
Must be comfortable using AI tools to work efficiently and improve quality, while still doing the thinking themselves
Nice to have: experience supporting consultants or client-facing service businesses where written communication and organization are critical
Responsibilities/Tasks:
Must-Have Experience (Responsibilities You Must Be Proficient In):
These are the tasks the VA needs to handle independently and confidently from day one:
Administrative Support
Inbox support: flagging priorities, organizing, and drafting straightforward replies
Calendar management: scheduling client sessions, internal work blocks, and managing changes
Meeting coordination: confirmations, rescheduling, Zoom links
Travel planning and research (flights, hotels, itineraries)
Mileage tracking and monthly submission support
Formatting documents using existing templates and structures (proposals, contracts, decks, PDFs)
Maintaining organized, consistent file and note systems across all clients
Client and Session Support
Preparing and sending meeting agendas in advance
Preparing materials ahead of sessions (decks, worksheets, links)
Turning meeting and coaching transcripts into clear summaries, including polished client-facing versions
Drafting follow-up emails and pulling action items from meetings
Following up with clients on scheduling and next steps
Tracking outstanding actions and nudging on client and internal follow-ups
Sending proposals, agreements, and invoices using existing templates
Tracking invoices and following up on outstanding payments
Maintaining a library of reusable content and templates
Trackers and Light Coordination
Maintaining trackers for pipeline, active clients, sessions, deliverables, proposal status, and invoicing
Keeping an up-to-date view of what's in progress across all clients, and flagging anything at risk of slipping
Organizing receipts and coordinating with bookkeeping (no accounting required)
Supporting light research (tools, vendors, travel, etc.)
Supporting light personal tasks (booking appointments, coordinating schedules, etc.)
Nice-to-Have Experience (Responsibilities You Can Learn Over Time)
These tasks are valuable but can be trained on the job:
Content and Social Media Support
Scheduling LinkedIn posts and blog content (Caitlyn provides the content)
Repurposing existing content into simple formats (snippets, emails, etc.)
Basic Canva support for clean, on-brand materials
Maintaining a simple content calendar
Assisting with comments and conversations when needed
Supporting the backend organization and consistency of social media efforts
Supporting LinkedIn outreach (connection requests, light follow-ups, message personalization)
Organization and Tracking
Building simple trackers or improving existing ones for better visibility
Tracking leads and conversations, and ensuring timely follow-ups
Supporting light system improvements or organization of workflows over time
Pay and Benefits:
Competitive hourly rates
Wellness package
Squad Breaks (paid time off)
Quarterly performance bonuses
Holiday and year-end bonuses
Annual appraisal