Virtual Assistant (Va)

Location: Remote

Contract: Full-Time / Part-Time / A flexible working schedule.

Salary: Dependent on experience and location

About Us:

We are considered to be the biggest and best provider of research, conferences and content within the Business Transformation & Operational Excellence sectors (BTOES).

As well as our core conference business and flagship event BTOES.com and industry awards BTOESAwards.com, we also have BTOES Insights, the largest online content platform for Business Transformation, Operational Excellence, Digital Transformation & Innovation Excellence professionals, with over 985,000 engaged subscribers.

We are currently a 100% home working company with staff members spread across the world.

Our culture is one of dedication, full ownership & empowerment.

To learn about the business and view our schedule of events, please visit Proqis.com

Job Overview:

We are seeking a proactive and dedicated Virtual Assistant to join our team. The ideal candidate will be a self-starter with exceptional organizational skills, keen attention to detail, and a passion for helping businesses thrive. This position will support our team by managing administrative tasks, ensuring smooth and efficient workflow.

Key Responsibilities:

Administrative Tasks:

• Calendar management: schedule meetings, appointments, and manage travel arrangements.Booking flights, hotels, and transportation; planning itineraries.
• Email management: filter and sort email inbox, respond to routine emails, and flag important ones for executive review.
• Handle customer / speaker / sponsor email correspondence and respond to inquiries promptly.
• Data Entry: Inputting data into spreadsheets or databases.

Project management:

• Coordinate and manage specific projects as assigned.
• Communicate with vendors, partners, and team members to ensure project alignment.

Event Management:

• Manage speakers, sponsors benefits delivery, and customers
• Find and manage vendors

Document Management:

• Organize, store, and retrieve company documents as needed.on platforms like Google Drive or Dropbox.
• Create and prepare basic reports, presentations, and spreadsheets.
• Bookkeeping: Recording financial transactions, managing invoices, and basic account tracking using tools like Xero

Social Media Management:

• Schedule posts, monitor engagements, and create basic content.Drafting simple content for posts or creating basic graphics using tools like Canva.
• Update and maintain the company's social profiles.
• Engagement: Replying to comments, messages, and engaging with followers or audiences.
• Blog Posting and optimizing for SEO, and formatting.

Customer Support:

• Handling Inquiries: Responding to customer questions via email, chat, or social media.
• Feedback Collection: Gathering and organizing customer reviews or feedback.
• Refund Processing: Managing and processing refund requests as per company policy.
• Respond to customer inquiries via email or chat.
• Process orders, manage refunds, and handle basic support queries.

Research:

• Lead Generation: Researching potential clients or contacts and creating databases for outreach.
• Market Research: Gathering data on competitors, market trends, or potential business opportunities.
• Conduct online research on various topics to support business projects.
• Compile and organize findings in a reportable format.

Miscellaneous Tasks:

• Perform other related duties as assigned, which may include personal tasks depending on the nature of the business.

Personal Tasks:

• Researching and purchasing gifts, personal items, or household goods online.
• Event Planning: Assisting in organizing personal events or parties, from sending invites to coordinating vendors.
• Research: Finding information on specific topics, from personal interests to travel destinations.

Other Specialized Tasks:

• Newsletter Management: Designing, drafting, and sending out newsletters.

Requirements:

• Can work UK office hours.
• University Graduate (1st Class Honours Grade)
• Industry Knowledge of B2B Conferences is a big advantage
• Exceptional organizational skills with an acute attention to detail.
• Previous experience as a VIRTUAL ASSISTANT or in a related role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, Asana, Hubspot, & Zoom, etc. Certifications may be asked for.
• Willingness to learn new tools and software.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills in English. Written must be exceptional with no grammatical errors or spelling errors.
• Ability to handle multiple tasks concurrently and meet deadlines.

• Timeliness in responding to emails, calls, or other communications.
• Problem Solving: Their aptitude for handling unexpected situations.
• Anticipating needs is particularly valuable.
• Self-motivated with a proactive attitude, able to work with minimal supervision.
• Has reliable computer equipment and a good internet connection.

Benefits:

• Flexible working hours.
• Opportunity for growth and professional development.
• Access to all Hubspot certification courses for continued learning.
• Work from anywhere.

Application Process:

To apply, please send your CV with a cover email detailing your experience and links to your work, explaining why you'd be a good fit for this position to hrdept@proqis.com In the subject line, please include "[Your Name] -Personal Assistant Application."

Please also confirm your current location and hourly / daily / weekly rate.

Finally and importantly, please record a short video, telling us about yourself and why we should hire you. Either email us an MP4 file or ideally a link to the video.

We look forward to hearing from you and taking your application forward.