Virtual Executive Assistant & Marketing Support for Healing Music Artist
Based in Arizona, this international musician/artist/teacher and best selling author is growing quickly and upleveling her business. She is actively seeking a talented and enthusiastic individual to become part of her core team and go to the next level together! You will learn and grow as part of a team of individuals who are positive, caring and dedicated to making a positive difference in the world. This position is currently part-time, moving to full-time in April 2023.
Operations: Helping to manage the details and general day to day.
Email Management: Responding to support inquiries from students, client inquiries, and facilitate meeting requests. Inquires currently coming from her site are directed to a general inbox for you to manage. Email inquiries are heavy and require daily attention.
Customer Service: The highest level of customer service is a MUST in this business. Artist teaches and engages with clients and customers internationally. You would be responsible for handling international shipments of product to ensure safe arrival and delivery. You will be engaging with customers on a daily basis to onboard students into a high end mentoring program and manage the overall program for a group of 8-12 students, with ongoing rolling enrollment in 6 month cycles.
Product Sales: Artist sells high end musical instrument products as a significant part of the business. You would be interfacing with the wholesale company, handling invoicing to clients and the wholesale company. Artist does 2 to 3 buying campaigns each year. You would working directly with artist to handle the backend of these campaigns and to manage social media engagement to promote the event.
Scheduling/ Calendar Management: Overseeing a very busy calendar to ensure timezones (national and international) are accounted for and there are no conflicts. Also ensuring she has enough time to focus on her creative work. Artist uses Calendly and Google Calendar and Zoom meetings.
Meeting confirmations/reminders are also very important.
Secondary Support in the following areas:
You would be supporting the Program Director who oversees these areas. She will be going on a 4-6 week maternity leave in mid-April so you would be assisting artist in these areas on her behalf while she is out and providing support upon her return.
Marketing: Helping to raise brand awareness, engage with followers, and promote her various product launches and courses. To include: Social Media Management: Facebook, IG, YouTube. Creating content, including SM videos for youTube and Spotify, posting on artist's behalf, sharing related information, and promoting her events and offerings. Social Media Management is a MUST. She will continue to post and engage on Facebook in addition to your posts. Artist has public, private and private group pages on FB.
Newsletter/Email Campaigns: Sent out a minimum of two to four times per month with general updates, upcoming launches, and various content. You would be responsible for providing draft content of the newsletter, with images, to curate and send out accordingly.
Media Materials: Artist has full branding in place and a current website. You would assist with keeping the website up to date with blogs, video content and uploading product for artist retail store. Artist has IT to help with backend of website issues but a working knowledge of tech is very helpful. Artist website is in Squarespace.
Promotion: She is launching several new projects over the next 18 months and requires support to run the backend of these offerings as well as promotion through email, social media, website updates, and anything else that might be effective. She requires assistance securing podcast and media interviews in her industry as well as cultivating leads for upcoming online conferences and events.
Event Coordination: You would coordinate with event contact promoters for online telesummits and conferences to ensure all paperwork and needed materials are in place prior to the event. Managing general logistics as needed. Post CoVid, there is an opportunity for the right person to travel periodically with artist to retreat locations in beautiful places.
Personality & Key Skills:
Knowledge AND/OR interest in her industry is an absolute must! She wants someone that is enthusiastic about the industry and can share her voice when speaking with people on her behalf.
Customer Service is our PRIORITY. The person in this position must be kind, respectful and have outstanding customer support and communication skills, both written and verbal. Artist’s business is highly detail oriented and requires an excellent skillset in all written and verbal communication. English MUST be a first language.
Project management is a must! Ability to juggle multiple projects simultaneously and track details is critical to meet her needs. This position is varied with multiple moving parts that require constant attention.
Flexibility with schedule during major events or launches as they tend to be over weekends.
Team player that isn't afraid to jump in and actively contribute. Self starter is not only welcome but necessary. We are looking for a person who is confident and eager to grow and stretch into the job.
Accountability Systems must be in place to oversee time spent on each project/task. Weekly updates through email and/or telephone required.
Budget is $25-30/hourly depending upon level of experience. Profit sharing bonuses based on performance. An additional 5-7 hours a week are possible working with Artist’s husband to provide Executive Assistant services, as needed.
This is a currently a part-time moving to full time position in April 2023. The right person is ready to commit focus and energy to adopt increasing levels of responsibility in her business to positively impact the bottom line, leading to increased sales, success and visibility for artist's products and presence, freeing up more time for her to devote to creative and project focus.
A strong interest in alternative healing modalities, wellness, music, mindfulness/meditation is necessary. You'll be connecting with clients, students and customers who are deeply engaged in these areas and you'll need to be able to relate to them with understanding and compassion.
High level of experience in calendaring, managing multiple priorities, administrative coordination and logistics.
Artist uses Asana, Pipedrive, Calendly, Zoom and Kajabi.
Basic knowledge of Quickbooks for customer invoicing necessary.
Excellent customer service skills. Artist uses Mailchimp and Pipedrive for CMS.
Social Media: Ability to post in artist’s voice. High level of experience in social media marketing, posting, blogging, running ad campaigns, webinars. Artist uses Facebook, Instagram, Youtube, Spotify. Artist website is in Squarespace.
Proficient in Mac and/or Microsoft suites. Artist uses Mac and Google Suite, Hightail and Dropbox.
Well-organized, highly detail-oriented, ability to manage multiple projects with great follow-up skills
Graphic design skills are extremely helpful to create social media posts and reels for IG, FB and Spotify and Ebooks. Artist uses Canva.
Terrific written and verbal communication skills.
To apply, send a cover letter describing why you would be a great fit for this position, along with your resume and email to firstname.lastname@example.org.