Position Overview:
We’re seeking a highly organized, action-oriented professional to serve as a trusted right hand to the executive, ensuring the smooth execution of both administrative and operational tasks. This role involves providing weekly updates to leadership on progress toward goals and upcoming priorities, managing and maintaining a dynamic calendar, and acting as a central hub for communication across ongoing projects.
The ideal candidate thrives in fast-paced environments, with a strong focus on execution, attention to detail, and a knack for managing multiple priorities. The candidate is confident working within established systems while continuously refining them to increase efficiency as the company evolves. Flexibility and adaptability are essential, as each day may bring new needs that require quick decision-making and a calm, resourceful approach.
We’re looking for someone who takes initiative, communicates clearly, and stays focused and steady when juggling competing tasks. A positive attitude, reliability, and an interest in a long-term, growth-oriented role is key. This is a unique opportunity to contribute meaningfully to a growing company by keeping operations aligned, organized, and moving forward.
Details:
Anticipated Hours/wk: 20+ hrs/wk
Initial Responsibilities:
- Provide weekly status updates on goal progress and upcoming priorities
- Act as a trusted right hand to the executive, ensuring smooth handling of admin and operations
- Create and refine SOPs
- Ensure the Shared Drive is functioning optimally
- Support Scheduling
- Optimize
- Anticipate the Client’s needs
- Build and refine systems to support efficiency in a fast-paced, evolving environment
- Keep projects on track by serving as a central point of communication and coordination
Advocate Traits:
- Trusted teammate who can execute with excellence
- Critical thinker, ability to connect the dots when you don’t have every piece of information
- Detail-focused and process-driven
- Able to execute established systems with precision
- Adaptable, flexible, and ready to grow with the role and company
- Comfortable with a fast pace and shifting priorities
- Calm under pressure; decisive and resourceful
- Positive, proactive, and communicative with leadership
- Responsive throughout the workday; available during business hours
- Interested in a long-term, evolving partnership
- Skilled at juggling multiple projects with moving parts
- Proactive; jumps in to optimize time and complete outstanding projects
Software:
- Expert in Google Workspace and Microsoft 365
- Asana, Trello, monday.com or other project management tools
- Proficiency in multiple CRMs
Client Advocate –– Executive Assistant
Hey Girl Friday is a Virtual Assistant Agency based in the United States. We find kind, efficient, and innovative Client Advocates and give them flexible, fun, and fulfilling work. Small businesses and solopreneurs enlist us to help grow their businesses and find peace of mind. Our culture is centered around a commitment to relationships, service, vulnerability, and a passion for helping others. We use our values to strengthen not only each other, but everyone we come in contact with. We hope to empower one another and our Clients to be our best selves through the power of relationships, connection, and collaboration.
The Client Advocate is responsible for serving and working alongside Hey Girl Friday Clients. This person loves helping other people and empowering them to perform at their best. The most important aspect of this role is the relationship with the Client. Alongside empowering the Client, we seek ways to improve their systems, providing feedback along the way. These relationships are professional with a personal touch, intentionally providing support while executing tasks and responsibilities.
WHAT YOU’LL DO
You are responsible for providing support to Clients assigned by Hey Girl Friday. Support may include and is not limited to:
- Administration: When it comes to business administration (think: emails, schedules, agendas), you’re on it. You maintain your Client’s appointments + protect their time and you’re on top of your communications so nothing is missed. Admin tasks come naturally to you, from preparing agendas and capturing meeting minutes to booking flights + rental cars, researching vacation rentals, or offering up suggestions for the best dining and sightseeing. You love setting your Clients up for success both personally and professionally.
- Communication: Your communication is friendly and professional. You are on top of all communications to ensure no one is waiting on you. You understand that first impressions can be the backbone of a company so every interaction with stakeholders is friendly, professional, and engaging.
- Operations: From systems and processes to inboxes, you are responsible for ensuring your Client/s workflows are humming at peak efficiency. Creating clear and seamless operating procedures comes naturally to you. You are able to identify your Client’s needs, so that you’re always one-step-ahead of your Client.
- Project Management: You are a wiz when it comes to managing and executing projects. Once a project is handed off to you, your Client/s trust you to get the job done and done well. Most of the
time, nothing falls through the cracks and, on the rare occasion something does, you identify it, loop in the key people involved, and troubleshoot it quickly and efficiently.
- Personal Tasks: Whether it’s assisting with ordering food or supplements or scheduling personal appointments (like a sitter for date nights), you’re happy to help –– anything that can free up your Client’s time so they can focus on what they do best!
WHO YOU ARE
You have at least 90% of the following attributes:
- Relational: You love working with other people. You count your Client’s success as your success and are professional with a friendly touch.
- Detail Oriented: You’re careful and precise in every task –– your thoroughness means nothing gets by you. You are other’s “go-to” person who can get the job done efficiently and effectively.
- Effective Communicator: You confidently communicate with anyone –– Clients, vendors, executives, or team members –– all while authentically showing up as yourself. You’re attentive to feedback and value others' input.
- Curious: You keep an open mind and remain teachable. You are not afraid to ask questions, admit when you’re wrong, or consider different perspectives/ideas. You ask questions to maintain alignment. You see a discussion as an opportunity to understand others point of view.
- Humble: You’re eager to assist, no matter how small the task. Others feel comfortable coming to you for help or feedback because they can count on you for your honesty. You’re empathetic and understand the importance of transparency.
- Discerning: You’re perceptive, insightful, and rational. You thoughtfully deliberate a situation to ensure you respond in a patient and intentional manner. You access a situation from multiple angles while keeping the larger goal in mind.
- Innovative + Proactive: You enjoy exploring new ideas or methods and are skilled at staying ahead of the game. Developing systems and processes are your jam.
- Adaptable + Collaborative: You welcome the opportunity to work collaboratively with others to find solutions and are eager to share your insights with the team. You are adept at pivoting when needed and can adjust your priorities when a new objective arises.
- Tech Savvy: You’re not afraid to jump in and research new platforms or systems. You intuitively know how to make technology work for you for a seamless workflow. You’re a lifelong learner and seek out new information to make sure you stay on top of the latest software.
QUALIFICATIONS
- Based within the United States
- Available daily (Mon-Fri) during business hours in your respective time zone, and able to dedicate at least 20 hours/week (4 hours/day)
- Able to commit to a minimum of 1 year with Hey Girl Friday
- Experience in an administrative support role
- A presentable in-home office setup including Mac or PC Computer (with webcam) and reliable devices (Wi-Fi, cellphone, etc.)
- A fast and reliable internet connection
- Ability to organize a daily workload by priorities
- Excellent written and verbal communication
- Bachelor’s degree and experience working remotely preferred
POSITION DETAILS
Hours
Your working hours are completely dependent upon your commitment to your Client/s. Hey Girl Friday operates in hourly, weekly blocks of “5” Monday-Friday. A 5 hour commitment means 1 hour/day, a 10 hour commitment means 2 hours/day and so on. You will communicate to Hey Girl Friday the set number of hours you are hoping to work each week and Hey Girl Friday will work to ensure you have the number of hours you requested.
Benefits
- Flexible work schedule
- Virtual setup
- Boutique agency
- Pipeline of pre-vetted clients
- Invoices and contracts pre-negotiated and managed on your behalf
Terms
All information obtained and shared during your engagement with Hey Girl Friday is proprietary and confidential to Hey Girl Friday. Hey Girl Friday Advocates will be required to sign an agreement stating their adherence to the guidelines outlined in The Hey Girl Friday Guidebook pertaining, but not limited to, Client Confidentiality, Hey Girl Friday Confidentiality, Exclusivity of Services, and general guidelines for conducting as an Independent Contractor (1099) with Hey Girl Friday.
Applying for this role does not guarantee you will support this specific Client. Hey Girl Friday will be transparent with the status of this opportunity throughout the hiring process.
Job Types: Part-time, Contract
Pay: $25.00 per hour
Benefits:
Schedule:
Work Location: Remote
