Scale Army Careers - Virtual Assistant
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Requirements
• In this section, we’ll gather insights into your technical experience and availability. Please answer the questions based on your expertise and provide your compensation expectations. This will help us assess your fit for the role and ensure we are aligned on expectations. • How many years of experience do you have directly supporting a founder, C-suite executive, pastor, or senior organizational leader? • 1 year - 3 years • 4 years - 6 years • 7 years - 9 years • 10 years - 15+ years • How do you use AI in your work? • Briefly share the tools you use, key use cases, any experience with automation, and how AI has improved your efficiency or output. • How would you rate your proficiency in managing complex executive calendars, including multi-timezone scheduling, travel coordination, and conflict resolution? • Basic – I can schedule meetings and block time • Intermediate – I manage calendars independently with some guidance • Advanced – I own the full calendar with zero oversight and anticipate needs proactively • Expert – I have managed calendars for multiple executives simultaneously at enterprise level • Which of the following executive support functions have you performed independently and consistently in a previous role? • Select all that apply. • Advanced calendar and travel management • Drafting and managing executive communications (emails, correspondence, briefings) • Planning and executing high-level events, VIP gatherings, or fundraisers • Managing or coordinating administrative staff or volunteers • Tracking and driving progress on strategic projects and initiatives • Handling confidential personnel, financial, or organizational information • Which of the following tools and platforms have you used regularly in a professional setting? • Asana, Monday.com, ClickUp, or similar project management platforms • CRM or contact management platforms • Google Workspace (Docs, Sheets, Gmail, Calendar) • Planning Center Online • Slack or Microsoft Teams for internal communications • Zoom or similar video conferencing platforms for executive-level meetings • Have you previously planned and executed end-to-end high-level events such as corporate galas, private networking dinners, leadership conferences, or VIP fundraisers? • Are you comfortable managing personal appointments, wellness scheduling, and lifestyle logistics on behalf of a senior executive (e.g., health appointments, grooming, leisure activities, personal shopping) as a regular part of your role? • Have you ever directly managed, coached, or assigned work to a team of administrative staff or volunteers in a previous role? • Describe a specific situation where you were supporting a senior leader and had to manage multiple urgent, competing priorities simultaneously. What was the situation, how did you handle it, and what was the outcome? • As an Executive Assistant, you will be responsible for managing highly confidential information about leadership, staff, finances, and organizational strategy. How have you handled confidentiality in a previous role, and can you share an example of a time your discretion was especially critical? • Walk us through how you typically manage your own workflow when supporting a busy executive — what systems, tools, or habits do you rely on to ensure nothing falls through the cracks across calendar management, communications, and project tracking? • What's your expected monthly compensation in USD for a 40h/week (full-time) role? • Your provided rate will be shared with clients. Changing it later may disqualify you. The job description contains the role's budget. • What's your expected monthly compensation in USD for a 20h/week (part-time) role? • What country will you be working from? • Are you available to work 9 AM - 5 PM EST? • Which of the following tools do you excel at? Select all that apply to showcase your expertise! • Select all that apply to showcase your PROVEN expertise. Please answer honestly — we’ll assess skills during the interview process. • Work Management & Collaboration Tools • Select the tools you are comfortable using to manage projects, assign tasks, or track progress. • Google Workspace (Chat & Meet) • Choose the CRM platforms you’re familiar with for managing contacts, tracking sales, and organizing customer data. • Design, Marketing & Content Tools • Select the tools you’ve used to design, create content, or run marketing campaigns. • ActiveCampaign/Brevo/Kalviyo/MailChimp • Adobe After Effects • Adobe Illustrator • Adobe Photoshop • Adobe Premiere Pro • Buffer / Hootsuite • Google Analytics (GA4) • Meta Ads Manager • Meta Business Suite (Facebook/Instagram Ads Manager) • Programming Languages & Tools • Select the programming languages and frameworks you’re skilled in for building and enhancing web applications. • AWS / Azure / Google Cloud Platform (GCP) • Google Cloud Platform (GCP) • Python (Django / Flask) • Let’s get to know you! We need you to submit a short video as the first step in our screening and verification process. It’s a great way for us to see your personality, communication style, and why you’re a strong fit for the role. • Submit video here. • Did you submit your video using the same email you are entering in this application form?
Responsibilities
• Executive Calendar & Priority Management • Own and audit the Chief Executive's calendar end-to-end, ensuring all meetings, travel, and commitments are organized with precision and strategic intent. • Anticipate scheduling conflicts, proactively resolve gaps, and ensure the executive's time is protected and optimized at all times. • Prepare meeting rooms and briefing materials for all scheduled on-campus and virtual meetings. • Communications & Liaison • Manage all inbound and outbound communications on behalf of the Chief Executive, including emails, voicemails, and correspondence — ensuring timely, professional responses aligned to organizational tone and brand guidelines. • Act as the primary liaison between the Chief Executive and internal staff, external partners, and stakeholders, ensuring clear and accurate information flow in all directions. • Draft, send, and manage templated and custom communications including thank-you emails, congratulations notes, bereavement outreach, and follow-up correspondence. • Project Coordination & Strategic Follow-Through • Track and drive progress on key organizational initiatives, flagging risks, escalating blockers, and ensuring deadlines are met across multiple concurrent projects. • Support the management and expansion of key programs including leadership development networks, educational initiatives, and community foundations. • Assist with recruiting and hiring activities as directed by the Chief Executive. • Event Planning & VIP Coordination • Plan, organize, and execute high-level corporate events, private gatherings, fundraisers, and networking experiences that align with organizational goals and the executive's availability. • Secure access to exclusive conferences, private galas, and members-only events; curate VIP experiences that reflect the executive's brand and standards. • Coordinate event rentals, respond to rental inquiries, and manage all logistics for worship experiences and campus events end-to-end. • Arrange personal and wellness appointments including fitness, health, grooming, leisure, and personal shopping as needed. • Operations & Administrative Leadership • Complete and manage daily, weekly, and checklist-driven operational workflows including Office Prep, Campus Shutdown, and Administrative Office checklists. • Manage and oversee Digital Administrative Dream Team members, Online Campus Ambassadors, and administrative volunteers — assigning tasks, coaching performance, and ensuring full coverage for all experiences and events. • Verify and reconcile bank deposits following worship experiences per stewardship protocols. • Maintain and update vendor password lists, device codes, and access credentials in accordance with security protocols. • Manage meeting agendas including Dream Team Meeting Agendas, Operations Meeting Agendas, and Office of the Bishop Agendas on a weekly cadence. • Technology & Tools • Leverage Google Workspace (Docs, Sheets, Calendar, Gmail) for day-to-day operations and communications. • Use Planning Center Online and relevant project management platforms to coordinate experiences, track tasks, and manage workflows. • Maintain proficiency across calendar systems, email platforms, and internal communication tools as required by the organization.
Benefits
• $1.5K – $2K per month • Final compensation is set after evaluating experience and location. • Upload your resume here to autofill key application fields. • Drop your resume here! • Parsing your resume. Autofilling key fields... • Please enter your full legal name as it appears on official documents. • The email you provide must be the same one you use to send your video. • Please share your phone number with the country code (e.g., +27 for South Africa, +20 for Egypt, +52 for Mexico). If it works for both WhatsApp and calls, even better. • Boost your chances! Please submit your resume in English and PDF format; otherwise, it will not be considered. Make sure it includes all tools you’ve mastered and fields you’ve worked in. • English and PDF format; • tools • or drag and drop here • 1 year - 3 years • 4 years - 6 years • 7 years - 9 years • 10 years - 15+ years • Briefly share the tools you use, key use cases, any experience with automation, and how AI has improved your efficiency or output. • Basic – I can schedule meetings and block time • Intermediate – I manage calendars independently with some guidance • Advanced – I own the full calendar with zero oversight and anticipate needs proactively • Expert – I have managed calendars for multiple executives simultaneously at enterprise level • Select all that apply. • Advanced calendar and travel management • Drafting and managing executive communications (emails, correspondence, briefings) • Planning and executing high-level events, VIP gatherings, or fundraisers • Managing or coordinating administrative staff or volunteers • Tracking and driving progress on strategic projects and initiatives • Handling confidential personnel, financial, or organizational information • Asana, Monday.com, ClickUp, or similar project management platforms • CRM or contact management platforms • Google Workspace (Docs, Sheets, Gmail, Calendar) • Planning Center Online • Slack or Microsoft Teams for internal communications • Zoom or similar video conferencing platforms for executive-level meetings • Describe a specific situation where you were supporting a senior leader and had to manage multiple urgent, competing priorities simultaneously. What was the situation, how did you handle it, and what was the outcome? • As an Executive Assistant, you will be responsible for managing highly confidential information about leadership, staff, finances, and organizational strategy. How have you handled confidentiality in a previous role, and can you share an example of a time your discretion was especially critical? • Walk us through how you typically manage your own workflow when supporting a busy executive — what systems, tools, or habits do you rely on to ensure nothing falls through the cracks across calendar management, communications, and project tracking? • Your provided rate will be shared with clients. Changing it later may disqualify you. The job description contains the role's budget. • Select the tools you are comfortable using to manage projects, assign tasks, or track progress. • Google Workspace (Chat & Meet) • Choose the CRM platforms you’re familiar with for managing contacts, tracking sales, and organizing customer data. • Select the tools you’ve used to design, create content, or run marketing campaigns. • ActiveCampaign/Brevo/Kalviyo/MailChimp • Adobe After Effects • Adobe Illustrator • Adobe Photoshop • Adobe Premiere Pro • Buffer / Hootsuite • Google Analytics (GA4) • Meta Ads Manager • Meta Business Suite (Facebook/Instagram Ads Manager) • Select the programming languages and frameworks you’re skilled in for building and enhancing web applications. • AWS / Azure / Google Cloud Platform (GCP) • Google Cloud Platform (GCP) • Python (Django / Flask)
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