Virtual Assistant

*hiring on behalf of our client

Title: Virtual Assistant

Time: Full-Time (EST hours)

Location: Remote

Compensation: $24,000/year USD

The Company

Our client is the Founder and CEO of a fast-paced, growth-oriented mortgage company focused on operational excellence, strategic recruiting, and compelling thought leadership content.

Role Overview

This role serves as the operational backbone to the CEO, supporting scheduling, communication, recruiting, and content strategy. The ideal candidate is highly organized, tech-savvy, anticipates needs, and thrives in a dynamic environment with evolving priorities.

1. Personal & Executive Assistance (25%)

Tools to Master: Office 365, Teams, Outlook, OneDrive, Fathom AI, Calendly, ChatGPT

Audience: Employees, recruits, industry partners, vendors, past clients

• Manage and triage 100+ daily emails using a structured system (Urgent / Non-Urgent / FYI)
• Maintain and optimize calendars across five accounts, avoiding conflicts and ensuring strategic use of time
• Coordinate meetings, draft agendas, prepare briefing docs, and follow up on action items
• Transcribe and summarize meetings using Fathom AI and ChatGPT
• Monitor and manage SMS and voicemails
• Organize local team and partner events, including venue research, communication, and RSVPs

• Support internal employee meetings by booking, summarizing, and following up on coaching sessions

• Social Media Management (25%)

Tools to Master: Meta (Facebook, Instagram), LinkedIn, YouTube, Canva, Go High Level (Fuel CRM)

Audience: Recruits, past clients, realtors

• Engage proactively on Facebook and LinkedIn with comments, birthday messages, and DMs
• Grow audience through 25+ strategic new connections daily and personalized outreach
• Repurpose high-performing content across platforms to maintain consistent messaging
• Post daily AI-generated LinkedIn newsletters and bi-weekly custom newsletters
• Leverage Shane's insights and Fathom AI transcripts to create meaningful content

• Track engagement and optimize messaging using data-driven insights

• Recruiting Operations (25%)

Tools to Master: Go High Level (GHL/Fuel CRM), RETR website, ChatGPT/Perplexity, BombBomb, Loom

Audience: Recruits

• Maintain CRM database of active and potential recruits
• Execute automated nurture sequences and outreach campaigns
• Track recruiting metrics and funnel performance
• Source 50+ new qualified candidates weekly
• Research and document detailed profiles for high-potential prospects

• Assist in developing and optimizing webinar funnels for passive recruitment

• Content Strategy (25%)

Tools to Master: Filmora/Wondershare, Captions App, Opus Pro, Canva, ChatGPT/Perplexity

Audience: Employees, recruits

• Repurpose audio and video content into blog posts, social media, newsletters, and internal resources
• Create training decks and promotional materials for webinars
• Support webinar logistics including registration, setup, and analytics
• Maintain an editorial calendar and ensure consistent, branded messaging across platforms

Qualifications

• Proven experience as a Virtual Assistant, Executive Assistant, or in a similar operations role
• Strong command of productivity, communication, and social tools
• Highly organized, proactive, and comfortable making real-time decisions
• Excellent written and verbal communication skills
• Ability to work independently and manage competing priorities
• Experience with CRM, content marketing, or recruiting platforms is a plus