Social Media & Appointment Setting (Part-Time, 20 Hours/Week)

Virtual Assistant Job Description
Position:
Virtual Assistant – Social Media & Appointment Setting (Part-Time, 20 Hours/Week)

Pay Rate:
$3.00 per hour

Job Overview:
We are seeking a highly motivated and tech-savvy Virtual Assistant to assist with social media management, video editing, and client appointment setting. This role involves creating and scheduling social media content, editing video clips, managing customer relationships through HoneyBook, and coordinating appointments with potential clients. The ideal candidate should have experience in social media platforms, video editing, and be familiar with using HoneyBook and ClickUp to track client activity and manage tasks. You will be an integral part of our team, supporting our online presence and customer outreach for 20 hours per week.

Key Responsibilities:

Social Media Management:

- Content Creation & Scheduling: Create, curate, and schedule 4–5 posts per week across platforms such as Instagram, TikTok, Facebook , and LinkedIn using content scheduling tools like Buffer, Hootsuite, Later, or Planoly.
- Audience Engagement: Respond to comments, direct messages, and customer inquiries within 24 hours to foster engagement and build relationships with followers.
- Trend Research: Identify trending hashtags, content ideas, and social media trends to incorporate into our content strategy, improving visibility and engagement.
- Analytics: Track social media performance using tools such as Google Analytics, Facebook Insights, or Instagram Analytics and prepare monthly reports.

Video Editing & Graphic Design:

- Video Creation: Edit short-form video content (e.g., Instagram Reels, TikTok, YouTube Shorts) using Adobe Premiere Pro, Final Cut Pro, CapCut, or similar tools.
- Graphics Design: Design visually appealing social media graphics using Canva or Adobe Photoshop.
- Content Repurposing: Take longer pieces of content (e.g., webinars, podcasts) and repurpose them into short, shareable clips suitable for social media.

Appointment Setting & Lead Follow-Up:

- Scheduling Appointments: Manage appointment scheduling through HoneyBook and tools like Calendly or Acuity Scheduling, ensuring all leads are promptly followed up on.
- Lead Engagement: Follow up with leads through email , social media DMs, or phone calls to confirm appointments and maintain a steady pipeline of potential clients.
- Collaboration with Sales: Work closely with the sales team to manage lead handovers, ensuring a seamless transition from interest to appointment.

CRM Management & Client Tracking (HoneyBook):

- CRM Data Entry: Log all client interactions, follow-ups, and appointments into HoneyBook, ensuring that no potential leads slip through the cracks.
- Lead Follow-Up: Ensure that all leads are contacted within 24 hours and that follow-up reminders are set in HoneyBook.
- Client Reporting: Prepare weekly CRM reports from HoneyBook summarizing lead activity, conversion rates, and any pending follow-ups.

Task Management (ClickUp):

- Task Tracking: Use ClickUp to organize daily and weekly tasks, ensuring that all tasks are completed on time and according to priorities.
- Project Management: Collaborate with the team through ClickUp to manage workflows, meet deadlines, and ensure effective task delegation and completion.
- Reporting: Submit weekly reports on task completion and updates using ClickUp to ensure transparency and accountability.

Copywriting & Content Development:

- Copywriting for Social Media: Write engaging and on-brand captions, descriptions, and call-to-action text for social media posts, optimizing for engagement and reach.
- Email Campaigns: Draft email newsletters, lead nurturing email s, and promotional content using platforms like Mailchimp or ConvertKit, ensuring a balance between promotional and educational content.
- SEO & Content Research: Research industry trends and incorporate relevant keywords into content to optimize social media posts for SEO and improve organic reach.

Administrative Support:

- Email Management: Monitor and respond to email s, ensuring customer queries are addressed within 24 hours.
- File Organization: Keep digital assets (videos, graphics, and other content) well-organized in Google Drive, Dropbox, or similar cloud storage platforms.
- Task Coordination: Coordinate and manage administrative tasks using ClickUp, ensuring deadlines and responsibilities are clear and met on time.

Key Performance Indicators (KPIs):
To measure and ensure consistent performance, the virtual assistant will be evaluated on the following KPIs:

Social Media Growth & Engagement:

- Content Posting: Consistently publish 4–5 posts per week on each assigned platform.
- Engagement Rate: Maintain a minimum 5% engagement rate on social media posts (measured by likes, shares, comments, etc.).
- Follower Growth: Achieve 5–10% follower growth per month across all platforms.
- Response Time: Respond to all comments, messages, and inquiries within 24 hours.

Video Editing & Content Delivery:

- Content Production: Produce and deliver 2–3 video edits per week, including repurposed content and original posts.
- Turnaround Time: Ensure a 48-hour turnaround for all video edits after receiving raw footage.
- Quality Control: Achieve an approval rate of 90% on first drafts, with fewer than 1 revision per video required on average.

Appointment Setting & Lead Follow-Up:

- Appointments Scheduled: Successfully schedule 5–10 appointments per week from incoming leads or follow-ups.
- Lead Conversion: Convert 20% of leads into scheduled appointments, measured on a monthly basis.
- Follow-Up Time: Follow up with all leads within 24 hours of their initial inquiry or introduction.

CRM Management (HoneyBook):

- Data Accuracy: Maintain a 95?curacy rate in HoneyBook CRM data entry, ensuring all interactions and follow-ups are properly recorded.
- Timely Follow-Ups: Ensure that all leads are followed up on within 2 business days of their entry into the CRM system.
- Weekly Reports: Submit a CRM report every Friday, summarizing client activity, lead statuses, and performance metrics.

Task Management (ClickUp):

- Task Completion: Complete assigned tasks with a 95% on-time completion rate, managing deadlines and ensuring quality work.
- Weekly Check-Ins: Participate in tea m me etings and submit weekly task reports through ClickUp for transparent project updates.

Copywriting & Content Performance:

- Copy Approval: Achieve an 80% first-draft approval rate for social media posts, email campaigns, and other written content.
- Email Campaign Open Rate: Ensure a minimum open rate of 20% for all email campaigns sent through platforms like Mailchimp or ConvertKit.
- Click-Through Rate (CTR): Aim for a 2% CTR on all email campaigns and social media promotional posts.

Required Skills:
- Video Editing: Proficient in Adobe Premiere Pro, Final Cut Pro, CapCut, or similar video editing tools.
- Graphic Design: Experience using Canva, Adobe Photoshop, or equivalent graphic design tools.
- Content Scheduling: Familiarity with scheduling tools like Buffer, Hootsuite, Later, or Planoly.
- CRM Tools: Experience using HoneyBook for tracking leads and managing client interactions.
- Project Management: Knowledge of ClickUp for task tracking and project management.
- Copywriting: Strong skills in writing engaging, persuasive, and on-brand copy for social media and email marketing.

Additional Preferred Skills:
- Email Marketing: Experience with tools like Mailchimp, ConvertKit, or similar for email marketing campaigns.
- SEO: Basic understanding of SEO to optimize social media posts and written content for better visibility.
- Workflow Automation: Familiarity with Zapier, Integromat, or other automation tools for streamlining repetitive tasks.

Working Hours:
- Part-time role: 20 hours per week.
- Flexible hours, but must be available for some overlapping time with the team in Eastern Standard Time (EST) for meetings and status check-ins.

Compensation:
$3.00 per hour, with the potential for performance-based bonuses or incentives negotiated after 3 month probationary period. We have tier-based commission for sales starting at 10% per $x,xxx deal closed.

How to Apply:
Interested candidates should send their resume, a brief cover letter explaining their experience with social media management, video editing, and CRM tools, along with relevant portfolio samples (social media campaigns, video edits, etc.). Include any links to your social media profiles or previous work, if applicable.



Hiring Process:
- Initial application review – Shortlisted candidates will be contacted for an interview.
- Virtual Interview – Selected candidates will be invited for a virtual interview.
- Skills Assessment – Finalists may be asked to complete a short task, such as editing a video or drafting a social media post.
- Hiring – Once selected, the new VA will undergo onboarding