Executive VA with LMS & Mailchimp Skills

I run a small company with two primary divisions—eLearning (B2B) and staffing. We are looking for a detail-oriented and highly organized Virtual Admin with LMS and Mailchimp experience to support our fully remote team. Our team works during normal east coast business hours, and we all use Zoom chat during the work day for quick updates and blocker removals. Expect to participate in 8-10 Zoom calls each week (includes our daily huddle). The best-fit candidate is someone who:
• Enjoys both solo work and collaboration.
• Is confident in sharing ideas and contributing to discussions.
• Has experience working in a B2B company preparing emails, letters, meeting materials, and presentations for business audiences.
• Enjoys managing multiple tasks and projects.
• Takes pride in producing client-ready communications.
• Enjoys reading and discussing business or marketing related articles or books.
• Works well with written instructions/SOPs.
• Enjoys working with a team that spans diverse generations, from Gen Z to Baby Boomers. 

This position can be tailored to a great-fit candidate's interests and skills. What follows is my ideal list of responsibilities for this role; however, I don't expect to find someone with all of these. And I'd rather have someone who does a subset of these with excellence, than someone who knows a little about all of them. Once I know how many things from this list can be covered with excellence, then we can figure out hours per week.

Responsibilities:
Email Triage: Manage and organize a very busy email inbox for an executive, prioritizing important emails and proactively handling what you can. Screen to idenitfy and schedule sales/client meeting requests.
Calendar Management: Manage the executive's calendar. This includes screening meeting requests from new contacts, scheduling meetings, and ensuring all necessary preparation for meetings is completed.
Time Blocking: Use time-blocking to keep the executive's schedule focused on top priorities.
Meeting Preparation and Follow-Up: Assist in preparing for client meetings, creating post-meeting notes (editing from AI), and ensuring all action items are documented, confirmed, and followed up on.
Sales Lead Processing: Process and route incoming sales leads efficiently, updating in our CRM (Monday), and coordinating as necessary with other team members. 
Document Preparation: Proofread and format professional documents in Word (proposals, client agreement letters, announcements, etc.).
LMS Administration and Updates: Adding/removing content, monthly student activity reports, sending student notifications. We use Thinkific, but experience with any LMS is transferable. Just list the ones you know best.
Email set up and analysis: In Mailchimp, use provided content for various emails to students, clients, etc. Typically 3 per week. Occasional list management tasks in Mailchimp.
Event/Webinar Planning and Support: Assist in planning and supporting events and webinars (hosted in Zoom), including preparing email announcements and related automations (in Mailchimp), and supporting with speaker prep/guest coordination.
Marketing Support: Create and schedule B2B social media posts from provided content and using our custom GPT..
Work with SMEs to support the development and maintenance of marketing and training material.
Staffing Coordination: Coordinate interviews between our contractors and our clients, in cooperation with our operations manager, and update contract details in our CRM.

Key Qualifications:

Experience preparing emails, letters, and presentations for business audiences (such as clients at F500 companies). This includes demonstrable skill in writing for business clients with appropriate tone, and following known formatting conventions for clarity and professionalism with business clients.
Intermediate-Advanced Word Skills: Proficient in Word, with the ability to prepare client-ready business documents using features such as Templates, Styles, Tables, etc. Requires either a Word/MS Office Certification, samples, or a short online Word assessment.
Advanced PowerPoint Skills: Above-average skills in PowerPoint, including the use of Master slides, layouts, table styles, footers, and SmartArt. Applicants without shareable PPT samples will be asked to take a short online PowerPoint asssessment.
Task Management: Excellent task management skills with the ability to manage multiple ongoing tasks successfully. Experience with tools like Asana or Wrike is highly desirable.
B2B Social Media Support: Candidates without samples may be asked to take a proofreading test.
Mailchimp: Proficient in Mailchimp, including using journeys, tags, and other features for effective management. 
Executive support: Experience supporting a busy executive's email, schedule, etc.

Bonus Skills: Experience with any of the following is a plus:
Monday.com
Google Analytics or Search Console
YouTube Channel Management
Video Editing Tools
Optimonk
Canva
Instapage
TubeBuddy
Instapage
Paperform
Hootsuite
Wordpress/Elementor
Temporary staffing agency or eLearning business operations

Note: Must have MS Office (Word, Excel, PPT) (we can also provide a seat).

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