Executive Assistant

2 weeks ago

Cape Town, South Africa VA Central Ltd Full time

**Job Overview**

**Daily responsibilities**:

- Keep an eye on the SOP folder and ensure that all tasks are being inputted correctly.
- Check employee Trello boards to ensure that it’s updated
- Do 50 new connections to owners of estate agents on Facebook and then respond to their messages using software called Group Track, and follow up with the right next message in the sequence
- Record Loom videos for training purposes.
- Update Databases with decision makers contact details on the following databases:
Bant, RAN, Estate Agents, mortgage brokers
- LinkedIn: Research, Engagement, Connections, and Invitations to people who have viewed the page.
- Add daily posts to 2 Facebook pages and business apps.
- Listen to podcast episodes and highlight important information and correspond with Digital Marketer.
- Check groups and remove any irrelevant posts or people promoting things in the group.

**Weekly Responsibilities**:

- Follow up on un-signed client contracts
- Add new members to business sheet
- Send out calendar invites with Zoom links, including meeting agendas
- Send out meeting recordings to members
- Create and schedule newsletters
- Liaise with Marketing and schedule social media posts
- Watch, edit out “video-bites” and label accordingly for Marketing to use.
- Invite and welcome new members to FB Group

**Monthly Responsibilities**:

- Send out progress reports to clients
- Add meeting recordings to app
- Create a monthly newsletter

**Ad-hoc Responsibilities**:

- Build a database of estate agents in the UK and save relevant information
- Book meetings into diary
- Keep SOP documentation up to date
- Type up training notes and set it up in module format
- Manage Sound Cloud: Edit Audio and Video and upload completed version
- Save Proposal templates in correct industry folders - request clients testimonials to add to these files.
- Manage contacts on HubSpot.
- Chase expert contributors for their video content
- Send out contracts via DocuSign and follow-up.
- Correspond with team members to ensure that certain tasks have been done.
- Edit videos for Marketing
- Conduct Mystery calls and report feedback
- Send out review links after each training session with clients
- Ensure that SOP folders are updated
- Research conferences and events in relevant industry
- Do research on competitors.
- Build a database of speaker events and collect information of the bookers of each event

**Key skills**
- Discretion and trustworthiness.
- Excellent communication skills. (written and verbal)
- Strong interpersonal skills
- Proactive approach to problem-solving
- Ability to multitask
- Strong time-management and organization skills
- A flair for working well under pressure.
- Tech savvy

**Requirements**:

- **Experience using XERO essential**:

- Diploma in Business Administration or other relevant post school qualification.
- 2 + years of experience as a Personal Assistant or similar role.(reporting to CEO or MD)
- Excellent working knowledge of MS Office (Word, Excel and PowerPoint)
- Experience with Canva and video editing

**Hardware Requirements**
- Own computer or laptop.
- ADSL/ FIBRE internet line.
- Headphones for use with our VOIP phone system
- Anti-virus installed
- UPS/Back-up Battery for load shedding

**Job Types**: Full-time, Permanent

**Salary**: R8,000.00 per month

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