Great Opportunity For A Talented Virtual Assistant With Project Management, Operations or Processes Experience

United Kingdom

You will be working with for a growing innovative health food and vitamins company based in the UK. We currently have about 8 people on the team but have ambitions to grow a lot bigger. We fully embrace remote working. Your role at the beginning is split between day-to-day VA administration tasks and helping us with project management & operational tasks. You will also work on process improvement by leveraging any systems you believe will optimise the business through automation.

The role will then move into full time operational and project management work once we recruit more people in this team to take over the admin and customer service tasks.

This is a great opportunity to develop your skillset take on more responsibility.

Full time: 40 hrs per week.

Hours: Fairly flexible. 8 hrs per day between the hours of 8am and 7pm UK time. 

Salary: $700 - $1000 depending on experience

Location: Remote, work from your own home or office. You must have fast broadband and your own laptop or desktop computer.

Accountability: owns the key senior administrative support function 

Scope: reports to the Managing Director 

Task Management:

• You will use your project management skills to help manage the remote meetings to ensure everyone is working to deadlines.
• You will ensure you stay on top of our task management system (we use Kanbanflow which is similar to Trello) to ensure team members are ok and completing their tasks

Administration: (most of these tasks will be passed onto new members as we recruit): 

• Acting as the first point of contact: dealing with correspondence, emails and phone calls 

• Reminding the owners of important tasks and deadlines.

• Typing, compiling and preparing reports

• Creating and maintaining databases and filing systems.

• Implementing and maintaining procedures/administrative systems.

• Liaising with staff, suppliers and customers 

• Providing administrative support to finance, contacting customers and suppliers on behalf of the finance department 

• Collating and filing expenses.

• Conducting research on behalf of the owners

• Provide key reports in a timely manner as required to inform management reporting and KPI monitoring

• Support for onboarding staff onto HR systems 

• Organising the owners’ personal commitments

• Managing diaries and arranging meetings and appointments 

• Booking and arranging travel, transport and accommodation.

• Organising events

• Placing orders 

• Support Insightful Retail’s ambition to be an employer of choice; happy, creative people and workspaces that truly ‘buzz’ (where people are knocking on our doors to work for us)

Standard Operating Procedures:

• Start from scratch to design, develop and maintain SOPs for administrative areas of the business 

Compliance & Governance:

• Provide support so that both brands operate in line with relevant guidelines & regulations e.g. oversight of prop

Customer Service: 

• Managing, owning and resolving customer enquiries 

• Develop customer service FAQs to make it easier for future team members to identify the correct answers

• Ensure helpdesk is at inbox zero at the end of every working shift

Brand & Values:

• Integrity - do the right thing always, even when no one is looking

• Initiative - seize opportunities others haven’t and adapt to changes as they come

• Pride - create work that you can be proud of

• Honesty – we constructively challenge each other

Great workspaces:

• Create a work environment where we enjoy work and customers love interacting with us

• Where people inspire, grow into experts, taking our customers on a sensational journey of wellbeing

• Where great achievement is celebrated and recognised with opportunities for fun 

General:

• You agree to undertake any projects and/or ad hoc duties 

ESSENTIAL SKILLS:

• Excellent English both written & verbal

• Keen eye for detail

• Confident communicator, easily understood, relationship builder with the ability to adjust tone in both speech and writing to deal with different kinds of people.

• Organisation – supreme multi-tasker able to deal with a broad and diverse range of tasks 

• Adaptability – readiness to deal with new situations and to persevere in seeking a solution, no matter how challenging circumstances may be.

• Record keeping – paperwork, filing, keeping diaries and dealing with incoming mail to make sure everything goes to the right place.

• Research – collecting information, making background checks on individuals and companies, and producing briefing papers.

• Consistently engages and aligns to the brand and values through actions  

• Resilient and flexible, works well with change, ability to adapt  

• Analytical, ease with data and numbers, budgetary control

• Confident communicator, easily understood, relationship builder

• Collaborative, positive approach, solution focussed

• Customer-centric 

• Self-aware listens to feedback about own performance, self-improver

• Challenges behaviour against values/acceptable standards

KEY ATTRIBUTES:

• Professional and maintains continued professional development

• Calm under pressure maintains self-control, manages emotions

• Acts with courage, is fair and consistent

• Challenges to maintaining high standards

Experience: You will likely have 12-months+ of professional experience as a high-level VA or in operations or process management

You will primarily be working with the business owner who will be responsible for strategy, systems selection, project prioritisation and business processes. You will need to be comfortable functioning efficiently without requiring micromanagement using strong initiative. 

IMPORTANT: Please upload a copy of your CV with this application