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Executive Assistant

Worldwide101 is a market leading premium subscription staffing company helping drive the success of growing small and medium-size businesses with Executive Assistance, Marketing support, Project Management and more—all offered on a remote basis. We are searching for experienced applicants who share our obsession with quality and outstanding service. We are actively seeking candidates from the United States. All positions are part-time employee positions.

For more information about our company culture, our onboarding, the mentorship and ongoing support that we provide our team, and how we work closely together to foster long term partnerships with our clients – visit our jobs page to view our Founder’s video.

This is a rewarding and exciting long term opportunity to work alongside senior level executives and successful business owners  as they grow their business and make a greater difference in the world.

A typical business owner or senior executive needs support with:: 

• Maintaining a busy appointment schedule including planning and scheduling meetings, conferences, and travel 

• Organizing travel arrangements including flight and hotel bookings 

• Maximising the executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating phone calls on their behalf 

• Email management 

• Creating PowerPoint presentations

• Conducting research on various topics

• Providing customer/supplier support

• Other executive admin responsibilities as needed 

Skills:

• A minimum of 7 years experience in a role related to administration and executive assistance 

• Ability to multitask and prioritize work as needed 

• Excellent time management skills 

• Knowledge of online tools and software 

• Ability to learn new tools quickly 

• Excellent interpersonal communication and strong writing skills 

• Organized

• A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment

• Ability to work independently and under the pressure of deadlines 

Benefits:

• Flexible hours

• Competitive pay (starting at $20 an hour)

• 100% remote (work from home)

• Paid vacation and holidays

• Paid parental leave

• Ongoing technical, onboarding, and account management support

• Ongoing mentorship to help you succeed

• A fun and collaborative virtual team environment

• A positive company culture that understands work/life balance

• An opportunity to grow with a forward-thinking organization

• Fun company swag

Worldwide101 is currently hiring in the following 15 States:

• California

• Colorado

• Florida

• Georgia

• Illinois

• Michigan

• Minnesota

• Montana

• New Hampshire

• New Jersey

• New York

• North Carolina

• Pennsylvania

• Tennessee

• Virginia

For more information please review our website http://worldwide101.com, and our JOBS page http://worldwide101.com/jobs/

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Overview

You are a driven, balanced, interesting, tech-savvy individual who wants to help a small law firm grow into a powerhouse systematized online practice.  You see the fun and potential of working remotely and weaving your work into your life.  You are a thought partner for the principal of the firm, ready to contribute ideas and critiques and individual thought.

The Firm & Its Values

ZaviehLaw is a solo law practice devoted to saving lawyers’ careers.  Our work is primarily defense of other lawyers in State Bar of California attorney discipline investigations and prosecutions.  The principal also has a large amount of writing and speaking work dedicated to educating lawyers about ethics issues and pushing for ethics reform.  

We are a high energy, constantly evolving practice pushing the boundaries of the latest in technology and client service.  We make a concerted effort not to judge our clients and their situations, but rather to offer solutions and counsel.

You should share our commitment to these core values:

• Love family.  Love life.  Empower each other.  Work is not the most important thing in life.  We want results, a larger client base, and increased profitability.  But far more important is that we love our family, that we embrace life, and that in everything we do, we empower each other to be better than we were the day before.  There is no room for negativity or unkindness in this firm.

• Teach, learn, collaborate with gratitude.  Each of us brings something to the firm that others do not yet have.  We teach each other, we help each other, and we are grateful for what our teammates bring to the firm.  There is no place for jealousy or politics. 

• Dependably deliver on promises.  The firm’s reputation is built on delivering what we promise to our clients, colleagues, and business development partners.  Deadlines are not missed, work product is the highest quality, and if we say we are going to do something, we do.

• Be right.  This is a business where being right matters tremendously.  We are careful.  We do our homework.  We don’t answer a question without being certain of the answer.  And if we make a mistake, we quickly and openly correct it, even if it means disappointing a client or colleague.  Being right is more important than being liked.

• Always grow.  Push consistently.  The work, both on the firm and on ourselves, is never done.  We never stop growing, learning, pushing.

Roles & Responsibilities

This role may require one or two people to fill.  The job will evolve over time, both as the firm grows and as the relationship between you and the principal grows.  Your unique skills and experience will largely drive the job.  Descriptions here are the current plan for the role, but you must be flexible in accepting that it will change over time.

You should have the desire, skills, and experience needed to lead the following activities:

Marketing Execution

• Update WordPress sites to reflect ongoing activities of the firm, including speaking engagements

• Update WordPress sites to integrate new ideas and tools, such as email capture forms with digital downloads

• Work with web developer to ensure that site is maintained in a consistent manner

• Work within Campaign Monitor email campaign app to develop drip campaigns and other engagement tools

• Copywrite marketing campaigns and ads

• Execute new marketing strategies as they are developed

• Communicate with Social Media Manager to assist in spreading content across Twitter, Facebook, and LinkedIn platforms

• Assist in development of podcast in conjunction with Podcast Producer 

Client Relationship 

• Facilitate ongoing client relationship engagement

• Gather feedback from clients through phone or email contact (and deliver information obtained to principal of firm)

New Project Development

• Take on new projects related to client development and firm management, possibly including end-to-end research and development of ideas into finished projects

Data Management

• Gather key metrics for the firm and track them on an ongoing basis

Support to Principal

Support principal of the firm as administrative assistant, including at least the following:

• Create graphic-filled presentation slides for speaking engagements

• Draft first drafts of presentation materials, typically from existing materials on related topics

• Assist in email management

• Utilize Zapier to automate functions of firm to reduce administrative workload

• Use Clio to track client billable time

• Migrate firm data storage into Clio 

• Assist in documenting and improving processes and procedures of the firm

Paralegal 

• Act as backup for client contact when principal is unavailable

• Assist in final production of PDF document productions for client deliverables

• Perform limited legal research, typically directed by principal to gather specific materials

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Executive Assistant

Worldwide101 is a market leading premium business support company helping drive the success of growing small and medium-size businesses with Executive Assistance, Marketing support, Project Management and more—all offered on a remote basis. We are searching for experienced applicants who share our obsession with quality and outstanding service. We are actively seeking candidates from the United States. All positions are part-time employee positions.

For more information about our company culture, our onboarding, the mentorship and ongoing support that we provide our team, and how we work closely together to foster long term partnerships with our clients – visit our jobs page to view our Founder’s video.

This is a rewarding and exciting long term opportunity to work alongside senior level executives and successful business owners  as they grow their business and make a greater difference in the world.

A typical business owner or senior executive needs support with:: 

• Maintaining a busy appointment schedule including planning and scheduling meetings, conferences, and travel 

• Organizing travel arrangements including flight and hotel bookings 

• Maximising the executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating phone calls on their behalf 

• Email management 

• Creating PowerPoint presentations

• Conducting research on various topics

• Providing customer/supplier support

• Other executive admin responsibilities as needed 

Skills:

• A minimum of 7 years experience in a role related to administration and executive assistance 

• Ability to multitask and prioritize work as needed 

• Excellent time management skills 

• Knowledge of online tools and software 

• Ability to learn new tools quickly 

• Excellent interpersonal communication and strong writing skills 

• Organized

• A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment

• Ability to work independently and under the pressure of deadlines 

Benefits:

• Flexible hours

• Competitive pay (starting at $20 an hour)

• 100% remote (work from home)

• Paid vacation and holidays

• Paid parental leave

• Ongoing technical, onboarding, and account management support

• Ongoing mentorship to help you succeed

• A fun and collaborative virtual team environment

• A positive company culture that understands work/life balance

• An opportunity to grow with a forward-thinking organization

• Fun company swag

Worldwide101 is currently hiring in the following 14 States:

• California

• Colorado

• Florida

• Illinois

• Michigan

• Minnesota

• Montana

• New Hampshire

• New Jersey

• New York

• North Carolina

• Pennsylvania

• Tennessee

• Virginia

For more information please review our website http://worldwide101.com, and our JOBS page http://worldwide101.com/jobs/

Continue Reading

The role of Client Care Manager is a key role within our company. You will be the first experience a client has when they say ‘yes’ to working with us. You’ll support our clients as they engage in our programs and attend our retreats. You will also be fielding questions from potential clients as they engage in our free online training and with our website and have questions, and working with our affiliate partners and those who are requesting interviews with the CEO to coordinate opportunities for publicity, balanced with available time of the CEO and timing of our program launches. You will maintain all of the administrative functions of the business from handling refunds, to answering customer/community questions, collecting payments, sending out contracts, evaluating affiliate invitations and more. 

This role also supports the Project Manager by executing tasks laid out for company project completion such as setting up calls, coordinating with program guests, scheduling emails, uploading program content, etc.

Areas of Responsibility: 

Calendar Management – you will coordinate all client calls including group calls for each of our programs, and the 1-on-1 calendars client use to schedule calls in calendly. You’ll ensure CEOs calendar is clear and easy to read with all details needed included in the appointment (zoom links, topics, etc.). You will be responsible for updating the client calendars for our programs with each new launch so that they can quickly and easily identify their group call and retreat schedule.

Support Inbox – you’ll provide top notch, prestige-level client support to paying clients in all of our programs, referring tech issues to Project Manager for quick resolution, replying to program inquiries and potential clients in a timely manner, reviewing interview and affiliate invitation and filtering the best ones to present to CEO. As an extension of the support inbox, you will also check and approve comments on our weekly blog post on our website and on social media, responding as you can or elevating to CEO for response as appropriate. Provide input to CEO on the pulse of the community in terms of which articles are resonating most based on engagement (responses to emails and blog posts).

Client Onboarding – you’ll edit and send program agreements for signature in a timely manner, set-up client payments in Infusionsoft, scheduling calls and providing any information client needs as they start their program. You will provide support to retreat attendees by ensuring they have received all of the details for their retreat, travel, and preparation required. When they are required to submit an intake form or an initial assignment, you follow up to ensure this has happened. 

Program Administration – you’ll support clients as they participate in their programs in several ways. You’ll maintain a tracking spreadsheet of client payments, ensuring all payments are made for active participation. You’ll be the face of the business in our program Facebook groups, posting reminders and weekly engagement posts, answering any technical questions, and updating CEO via Slack if there is a question that requires her response. You’ll write, schedule, and send reminder emails for group calls, and notifications that the replays are available. You will confirm that clients for 1-on-1 sessions have submitted their coaching call prep forms 24 hours before their call and remind those who have not.

Affiliate Management – during the rare program launch, you will be the face of the company in working with our affiliate partners who are promoting our launch. This involves sending email updates about the launch, tracking their participation (when they send emails) and following up to ensure they keep their agreements. 

Podcast Guest Management – about 8 times a year we will interview guest for our podcast (4-6 guests each time). You will be the one to coordinate the scheduling of our guests, emailing them with details of their interview, and collecting their bio, headshot, interview title, etc. per the SOP.

Documenting Procedures – you will be responsible for ensuring that the SOPs are current up to date and being followed for each of your roles and tasks. A part of your role is to continue to improve the procedures and develop new procedures to better serve our clients and make your role continually more clearnd easy.

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