Administrative Positions
Streamlining Operations, Enhancing Efficiency
Discover exciting administrative opportunities tailored to propel your career forward. From Office Assistants to Project Management Virtual Assistants, explore diverse roles that offer invaluable experience and growth opportunities. Embark on a fulfilling journey and make a meaningful impact in the world of business operations.
Office Assistant
Skills:
- Answer phones and direct calls.
- Complete entry-level bookkeeping, including recording expenses, organizing receipts, and completing other transaction records.
- Resolve billing issues with clients and internal team members.
- Provide account access, usage reports, data analysis, and other ad hoc requests for team members.
- Support quality assurance checks of various internal and client facing reporting.
- Organize new client contracts, create invoices, and process client payments.
- Contribute to internal database maintenance, upkeep and data entry.
- Research, order, & distribute company-wide gifts (2-3 times per year).
- Organize company events, competitions, and special projects throughout the year.
- Facilitate company holiday, time off, and schedule variation calendars.
DUTIES AND TASKS IF BASED IN LA:
- Mail pickup at Downtown LA office twice per week
- Scan and organize mail digitally
- Record & deposit client payments
- Collect and re-distribute company office equipment from staff in region (as needed)
- Valid driver’s license and reliable transportation in Los Angeles is required
Requirements:
- Willingness to learn, grow, and collaborate with the team and company as a whole
- Excellent verbal and written communication skills
- A high level of discretion, ethics, and trustworthiness
- Intermediate spreadsheet skills (preferred)
- Innovative thinking and willingness to challenge existing methods where improvement is possible
- Experience in bookkeeping / financial record keeping (preferred)
- Experience with Google Sheets or Excel, Quickbooks Online, and G Suite (preferred)
- The availability to work 40 hours per week from 9:00 am to 6:00 pm PST
- Reliable space to work remotely – fast computer, quality internet, camera, microphone, speakers
Recruiter
Skills:
- Prior experience with recruitment, sourcing, screening, hiring etc. International recruiting experience is a plus
- Passion for recruitment and human resources
- Great interpersonal, analytical, problem solving, negotiating, influencing, facilitation, decision-making, and conflict resolution skills
- The ability to stay highly organized with great attention to detail
- The ability to maintain strict confidentiality and discretion
- Excellent written and spoken English
- The availability to work 40 hours per week from 9:00 am to 6:00 pm PST
- Passion to build a startup
- An outgoing and friendly disposition
- Reliable transportation if working in-house
- A reliable workstation with a fast computer, microphone and speakers, reliable internet and power if working remotely
Requirements:
- Drafting and posting job ads
- Reviewing resumes and screening candidates
- Scheduling interviews and skills tests by coordinating appointments
- Conducting interviews with candidates either in person, over the phone, or through Skype
- Administering skills tests
- Inputting, updating and maintaining data in the recruiting database
- Conducting exit interviews in the event that an employee leaves the company
- Assisting management with personnel issues and employee development
- Assisting management with organizing and coordinating employee training workshops
- Planning and executing company events
- Protecting operations by keeping human resource information confidential
- Providing horizontal support to other staff members of the recruitment team
Public Relations Specialist
Skills:
- Prior experience with P.R. and Social Media
- Preferably a Journalism background or media training
- Flawless written and spoken English
- The ability to write PR’s and distribute them
- Great professional relationships with writers, journalists, bloggers and other influencers
- The ability to secure media coverage for clients
- A profound understanding of online communities as well as content marketing
- Experience with services like HARO and MuckRack
- Published & placed content on authoritative sites
- Great interpersonal, analytical, problem solving, negotiating, influencing, facilitation, decision-making, and conflict resolution skills
- The ability to stay highly organized with great attention to detail
- The ability to maintain strict confidentiality and discretion
- The availability to work 40 hours per week from 9:00 am to 6:00 pm PST
- Passion to build a startup
- A friendly, outgoing disposition
- Reliable transportation if working in-house
- A reliable workstation with a fast computer, microphone and speakers, reliable internet and power if working remotely
Requirements:
- As a PR specialist, you will write press releases
- Keep and organize PR database
- Respond to information requests from the media if needed
- Liaise between client and media
- Analyze various niches and verticals (as well as competition within them)
- Scrutinize clients’ websites and identify linkable assets
- Develop custom PR strategies and tactics (based on analysis) for maximum efficiency
- Locate and vet viable link prospects and opportunities
- Craft compelling outreach
- Keep outreach conversations fresh through regular follow-ups
- Engage and interact via social media
- Potentially represent clients’ companies online
- Organize and maintain multi-faceted campaigns
- Help maintain the organization’s corporate image or brand
Reporting Analyst
Skills:
- Strong writing, proofreading, and editing skills
- Extreme attention to detail
- Excellent grammar and spelling
- Expertise in Microsoft programs, particularly:
- PowerPoint, Word, Excel
- Familiar with:
- Google Analytics, Google Data Studio, Facebook Ads, Google Search Console, WebCEO, SEMRush, Basecamp, Google G-Suite
- Understanding of ranking factors and search engine optimization practices
- Up-to-date knowledge of the latest SEO & PPC trends, new tools, and practices
- Ability to work under pressure and adhere to strict deadlines
- Comfortable writing new data-driven reports
- Balancing a high-volume workload while maintaining accuracy
- Work efficiently by managing tasks and projects, accordingly
- Be adaptable as processes and procedures are always changing/improving
- Be driven and interested to learn about digital marketing
Requirements:
- As a reporting analyst, you will be writing comprehensive bi-monthly SEO campaign reports and initial SEO campaign reports for clients
- Proofread and QA campaign reports completed by other team members
- Provide strategy insight and analysis of trends and opportunities for client campaigns
- Track internal to do’s / deliverables as well as campaign metrics and regularly provide status reports to other teams and stakeholders
- Develop/create monthly special reports for clients regarding SEO best practices
- Attend client campaign kickoff calls and present data, as needed
- Review technical site audits and create in-depth initial SEO reports
- Manage multiple projects with competing priorities by maintaining deadlines
- Interpret data and present it in a comprehensive and easy-to-understand way
PPC Analyst
YOU SHOULD HAVE:
- A minimum of 6 months experience managing SEM / PPC campaigns
- Experience with the Google Ads Editor and Bing Ads Editor
- Experience using the Keyword Planner Tool, or other keyword research tools
- One or more years of professional Google Ads experience (preferred)
- Google Ads Certification (preferred)
- Knowledge of account KPI selection, measurement and reporting.
- Bing and Facebook paid advertising experience (preferred)
- Ability to manipulate large Google Ads data sets in Excel with vlookup and preferably VBA
- Passion for marketing, advertising, and online content development
- Strong research abilities with excellent analytical skills
- Excellent time management skills and the ability to meet strict deadlines
- A high proficiency in Microsoft Excel, Gmail, Google Docs, and Basecamp (preferred)
- The availability to work 40 hours per week from 9:00 am to 6:00 pm PST
- The ability to adapt in a diverse and multicultural environment
- Passion to build a startup
- Reliable transportation if working in-house
- A reliable workstation with a fast computer, microphone and speakers, reliable internet and power if working remotely
YOUR DUTIES AND TASKS:
- While managing SEM campaigns, you will be conducting keyword research and writing copy for ads
- Structuring campaigns and ad groups and determining the best settings
- Working with large data sets in Excel and uploading data/content for ads using the Google Ads Editor tool
- Creating, analyzing, and optimizing Google Ads and Bing Ads campaigns for clients across varying industries
- Ensuring that all Google Ads and Bing Ads campaigns are optimized to bring highly targeted traffic to our clients’ online stores while also ensuring a very strong ROI for every client’s marketing budget
- Regularly consulting with the Google Ads Manager, SEO team and other stakeholders to ensure Google Ads and Bing Ads strategies are in line with the client’s brand, budget, and overall marketing goals
- Monitoring the success of campaigns using various reporting tools
- Analyzing campaign metrics/data and providing interpretation and suggestions for improving performance to the Manager
- Conducting AB testing across ads and landing pages
- Reviewing traffic in Google Ads
- Staying current with Google Ads updates, Bing Ads updates, new technologies, trends, and best practices
- Working on Facebook Ads
- Successfully completing Google Ads Certification if not already obtained
Recruiting Specialist
Roles and Responsibilities
- Possess the ability to develop an in-depth understanding of the company and candidate qualifications and competencies to fill each role.
- Strong client-service orientation and proven ability to partner with department leaders to recruit top talent successfully.
- Assist in the full-cycle recruiting process.
- Must be able to prioritize effectively and organize workload in a constantly changing environment to meet daily, weekly and monthly deadlines.
- Ensure a diverse talent pool is sourced, assessed, and presented for open positions.
- Administer skills-based evaluations to prospective candidates.
- Complete administrative responsibilities and miscellaneous projects as assigned.
Desired Skills and Experience
- 3+ years of Talent Acquisition experience
- Ability to multi-task and work independently with minimal supervision.
- Detail oriented with the ability to organize and manage multiple project tasks.
- Ability to plan, problem solve, negotiate and communicate with candidates.
- Data driven with the ability to prioritize tasks and manage time effectively.
- Strong interpersonal and consultative skills.
- High school diploma or equivalent.
Assistant Manager – Policies
About the Role
The main purpose of this position is to ensure employee compliance with company policies & procedures. The applicant will be responsible for performing employee activity audits, monitoring employee compliance & productivity and reporting auditing results to the supervisor.
Responsibilities
- Monitor & record employee compliance matrices into prescribed Google sheets.
- Liaison with supervisor to present audit findings and identify gaps in current audit practices to improve the process.
- Perform daily/weekly audits to ensure compliance with all company policies & procedures.
- Provide regular feedback to the supervisor to improve compliance and productivity of the employees.
Desired Skills and experience
- Must be able to write and speak fluently in English.
- Experience in tools like G-Suite, Google Looker studio, HubStaff & Basecamp would be preferred.
- Strong analytical and time management skills.
- Excellent written and verbal communication skills.
- Intermediate facilitation skills with the ability to drive issues to closure.
- Self-motivated and able to handle tasks with minimal supervision or questions.
Sales & Administrative Assistant
As a Sales Assistant you will be a key member of the sales team, providing support to sales representatives and contributing to the overall sales process. This role involves interacting with customers, handling administrative tasks, and assisting with sales-related activities to ensure a smooth and efficient sales operation. The Sales Assistant plays a crucial role in maximizing sales productivity and enhancing customer satisfaction.
Responsibilities
- Engage with customers to provide assistance, answer inquiries, and address customer needs.
- Handle the processing of sales orders, including entering order details accurately.
- Develop a good understanding of the products or services offered by the company.
- Provide valuable support to the sales team by assisting with various tasks such as conducting market research, tracking sales data, generating reports, and assisting in lead generation and follow-up activities.
Desired skills and qualifications
- High school diploma or equivalent
- Proven experience in a sales support or customer service role is beneficial.
- Strong interpersonal and communication skills.
- Excellent customer service and problem-solving abilities.
- Detail-oriented with good organizational and multitasking skills.
- Proficient in using computer applications, CRM systems, and MS Office Suite.
- Ability to work effectively in a team and independently.
- Flexibility to adapt to changing priorities and work in a fast-paced environment.
- Knowledge of the industry or product line is a plus.
Project Management Virtual Assistant
Job Description:
Work Better Now virtual assistants with Project Management Experience, work full-time (40 hours/week) as independent contractors from their homes, helping businesses in the US with their administrative needs. WBN VAs work Monday through Friday during US business hours.
We are searching for ambitious, top-talented freelancers who are driven to succeed by providing long-term virtual assistant skills to the companies they serve.
As a WBN VA, you will have the privilege of assisting with a variety of common processes and tasks necessary to keep your client’s business running smoothly. While your duties will depend on the specific needs of your client, they will include but not be limited to.
- Calendar management
- Data entry
- Marketing tasks and sales research
- Building databases
- Email screening & replying
- Answering inbound calls
- Travel arrangements
- Help with personal tasks
Qualifications:
As an added ongoing benefit, we (WBN) ensure that our VAs are matched up with clients based on the VA’s skills and the client’s needs. In doing so, here are the qualifications of those we consider to be “ideal candidates”.
- At least 2 years of previous work experience working with administrative tasks
- Project Management Experience is a must. At least 2 years of experience.
- Previous experience using Project Management CRM such as ASANA, Apptivo, Workect, Trello, Monday.com, or any project management tools.
- Project Management education is a plus.
- Social Media experience is preferred but not required
- Bilingual in Spanish and English (advanced or proficient)
- Expertise with Microsoft Word, Excel, PowerPoint, Outlook/Gmail
- Advanced written and spoken English skills (including top grammar skills) – Scores C1&C2
- Appropriate work-from-home environment
- Personal computer with:
- 8GB+ RAM
- Processor Intel I3 or AMD Ryzen 3+ or M1 chip
- Windows 10+ or from macOS Sierra (10.12.6) to the latest version.
- USB headset with noise-canceling (ideally)
- FT availability (40 hours a week)
- Excellent relationship skills
Although not required, we also prefer candidates who have:
- Experience working with CRM systems
- Bookkeeping skills
Success Coach
Responsibilities:
- Oversee the day-to-day operation of all team members.
- Successfully onboarding new clients and Virtual Assistants
- Recognize high performance and reward accomplishments.
- Address any Virtual Assistant concerns and assist with decision-making and conflict resolution.
- Schedule periodic check-ins, at least once a month, with VAs to cultivate and maintain relationships.
- Conduct monthly team meetings and regular one-on-one meetings with team members to provide updates on policies, good practices, objectives, goals, and work performance.
- Provide open communication with the ability to engage with high-level Remote Professionals in a one-on-one Zoom call with transparency and honesty at all times.
- Discover training needs, create training material, and deliver training when needed.
- Assist in monitoring that team members adhere to quality standards and work processes.
- Generate and share reports about performance, objectives, and team goals
- Investigate and solve any Client/VA issues or conflicts that may arise, escalate if necessary
- Maintain a healthy and motivating environment that encourages everyone to reach WBN goals
- Keep track of days off, vacations, medical leaves, etc.
- Maintain fluent and constant communication with the Success Coaching team regarding goals and overall performance.
Qualifications and requirements
- Excellent communication and Influence skills
- Organization and time-management skills
- Possess strong problem-solving skill
- Present a positive attitude, strong work ethic, and professionalism.
- Expertise with Microsoft Word, Excel, PowerPoint, Outlook/Gmail
- Ability to learn new software quickly
- Able and willing to work on administrative tasks and work as a Virtual Assistant when necessary (cover unexpected sick days)
- Bilingual in Spanish and English (advanced or proficient)
- Proficient writing in English (including top grammar skills)
- Appropriate work-from-home environment
- Excellent relationship management skills
- Self-motivated and able to work on their own
- Minimum of 1 year of experience as a Virtual Assistant
- Previous management experience in virtual settings is required
Sales Assistant
- Calendar and Email management.
- Administrative support to the Sales Team.
- Contact internal and external stakeholders.
- Create sales proposals.
- Conduct the initial sales calls with all prospects.
- Responsible for identifying and developing qualified leads thru many channels (email, Linked In messages, phone, text, social, web communities, and forums).
- Must have great phone/zoom/written capabilities with experience in sales.
- Researching prospects.
- Strong English writing and spoken.
- Understanding of the sales process and the steps.
- Experience handling outbound sales over different channels (Voice, Email, Chat, Text, or Social Media)
Qualifications:
As an added ongoing benefit, we (WBN) ensure that our VAs are matched up with clients based on the VA’s skills and the client’s needs. In doing so, here are the qualifications of those we consider to be “ideal candidates”.
- Expertise with Microsoft Word, Excel, PowerPoint, Outlook/Gmail
- Proficient writing and spoken English (including top grammar skills), C1 or C2
- Appropriate work-from-home environment
- USB headset with noise-canceling (ideally)
- Personal computer with:
- 8GB+ RAM
- Processor Intel i5 or AMD Ryzen 3+ or M1 chip
- Windows 10+ or from macOS Mojave to the latest version.
- 10 Mbps Internet Speed (Minimum)
- FT availability (40 hours a week)
- Excellent relationship skills
- Although not required, we also prefer candidates who have:
- Experience working with CRM systems
- Experience working from home
- Good time management
- Detail-oriented
- Experience working with US-based companies
- Problem-solving and ability to work under pressure
- Self-motivated
Enrolment Coordinator
About the Role
We are seeking an Enrollment Coordinator with a keen sense of attention to detail and who thrives in a fast-paced environment. The candidate must be able to collaborate and be a part of an energetic and positive team of committed professionals dedicated to assisting students and prospects.
Responsibilities
- Taking inbound calls from our Director of Admissions
- Transferring prospects who are ready to enroll into our program
- Assisting customers with information requests related to educational product / degree
- Walking prospects through the application process via Sertifi (electronic document)
- Securing a complete signed enrollment agreement and payment information
- Verifying transaction information
- Assist in maintaining and monitoring electronic data for customers
- Contributing to team efforts by accomplishing related results as needed
Desired Skills and Experience
- Must be able to write and speak fluently in English
- High School / Secondary Diploma (or relevant experience)
- Previous Sales & Customer Service experience is a plus
- Experience with Google Suite and Salesforce is a plus
Data Analyst
Reports To: Platform Owner, Business Intelligence
Job Description:
The data analyst will be responsible for conducting analysis, trending and data mining large sets of data, conducting research, developing data models, data cleansing and blending, data visualization with Tableau and Sisense, and producing summaries of their analytic findings for management, clients and other team members. The Analyst must demonstrate effective interpersonal and communication skills, have a team orientation, an adaptable nature, and the ability to build and maintain strong working relationships.
Primary Responsibilities:
- Interpret data, analyze results using statistical techniques and provide ongoing reports
- Develop and implement data collection systems and other strategies that optimize statistical efficiency and data quality
- Identify, analyze, and interpret trends or patterns in complex data sets
- Filter and “clean” data, and review computer reports, printouts, and performance indicators to locate and correct code problems
- Work closely with management to prioritize business and information needs
- Generate reports with high business value
- Build comprehensive self-service data models
- Locate and define new process improvement opportunities
- Document and maintain business and functional requirements and ensure persistence
- Communicate with clients and stakeholders using data to clearly describe a problem or solution
- Utilize time management skills and multi-tasking capabilities to handle multiple and parallel projects, and deliverables while working both independently and collaboratively within a team
- Maintain user confidence and protect the business by keeping information confidential
- Occasional travel may be required
Qualifications:
- Minimum of three (3) years of data analyst experience
- Experience with Tableau, Sisense, SQL, and AWS
- Technical expertise in data models, database design development, data mining, and segmentation techniques
- Business knowledge of the healthcare industry, specialty reimbursement, hub services, and methods for getting patients on therapy faster
Minimum/Baseline Requirements:
- Bachelor’s degree in math, economics, computer science, engineering, or related field
- Knowledge of statistics and experience using statistical packages for analyzing large datasets (Tableau, Sisense, SSRS, Excel, Power BI, SPSS, SAS, etc.)
- Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy
- Adept at queries, report writing and presenting findings
- Experience in all phases of data analytics
- Willingness to work closely with client(s) to achieve understanding of client’s needs
- Proven ability to communicate effectively both orally and in writing
- Demonstrated ability to manage multiple tasks
- Demonstrate creative problem-solving skills, ability to maintain the highest levels of customer satisfaction and a service orientation
- Working knowledge of Microsoft Office (Word, Excel, PowerPoint) and Google Productivity Apps (Google Docs, Sheets, Slides)