Virtual Assistant

ROLE SUMMARY

ABOUT THE COMPANY

Not Therapy Coaching empowers families to navigate challenges, rebuild connections, and foster growth through transformative coaching programs. The company provides an effective, affordable alternative to high-cost wilderness camps and therapy programs by offering personalized solutions tailored to teens and parents. With a mission to bridge the gap in support for troubled teens and families, Not Therapy Coaching has earned a reputation for compassion, innovation, and impactful results. Founded by experienced professionals who have walked this path themselves, the company has been helping families thrive and reintegrate successfully for over a year.

ABOUT THE ROLE

Not Therapy Coaching has experienced significant success, but in order for the company to have an even bigger impact in the lives of teens and their families, the team needs to grow. The Virtual Assistant role is essential to streamlining operations and ensuring a seamless experience for clients, helping the company maintain and elevate its high standards as it scales.

In this role, candidates will gain hands-on experience in a fast-growing, mission-driven business while collaborating with founders who are passionate about making a difference. This is a unique opportunity to develop new skills, work on meaningful projects, and play a critical role in building the foundation of a growing organization.

This position is perfect for someone who:

✅ Proactive Problem-Solver: Able to identify gaps and offer solutions without constant direction.

✅ Detail-Oriented: Ensures accuracy and consistency in all tasks, from scheduling to content creation.

✅ Empathetic Communicator: Comfortable engaging with clients and understanding their unique needs.

✅ Creative Thinker: Brings ideas to enhance content, engagement, and client experiences.

✅ Highly Organized: Excels at creating systems and processes that keep everything on track.

✅ Thrives in Fast-Paced Environments: Enjoys tackling diverse tasks and adapting to changing priorities.

✅ Mission-Driven Individual: Is passionate about making a positive difference in the lives of teens and families.

ROLE RESPONSIBILITIES

1. Administrative Support

• Manage and update calendars, scheduling coaching calls, team meetings, and group sessions.
• Send reminders and follow-ups to clients about upcoming sessions.
• Organize and maintain client files, including intake forms and progress tracking.
• Assist with onboarding new clients to ensure a smooth transition into programs.
• Prepare and distribute materials for calls, such as agendas, summaries, and resources.

2. Content Creation & Management

• Repurpose long-form content (e.g., coaching videos, webinars) into blogs, social media posts, and newsletters.
• Use AI tools (e.g., ChatGPT, Descript) to transcribe, edit, and enhance content.
• Design engaging static posts and carousels using Canva or Adobe Express.
• Schedule and post content on social media platforms (Instagram, Facebook, LinkedIn, TikTok).
• Monitor social media engagement, respond to comments, and escalate inquiries as needed.
• Design downloadables, playbooks, and one-pagers for client and internal use.

3. Marketing Support

• Draft and schedule email campaigns, newsletters, and announcements.
• Collaborate with the team to create landing pages for webinars, programs, and lead magnets.
• Research opportunities for guest blogging, PR placement, and podcast features.
• Track and report on marketing analytics, such as email open rates and social media performance.

4. Client Support

• Serve as the first point of contact for client inquiries via email or chat.
• Collect and organize client testimonials and feedback for use in marketing.
• Ensure clients receive timely access to resources, follow-up materials, and updates.
• Address basic troubleshooting requests, such as scheduling issues or accessing resources.

5. Program Support

• Coordinate logistics for group calls and webinars, including sending invitations, setting up Zoom sessions, and distributing follow-up materials.
• Maintain and update curriculum resources, ensuring clients have access to the latest tools.
• Assist with tracking client progress and provide updates to coaches.
• Manage parent and community support groups, helping to schedule and coordinate activities.

6. Research & Special Projects

• Research trends and developments in the family coaching and troubled teen industries.
• Identify online communities, groups, and forums for outreach and engagement.
• Assist with creating and documenting standard operating procedures (SOPs) to streamline internal processes.
• Develop reusable templates for email outreach, content creation, and operational efficiency.

"Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business."

TOOLS YOU’LL USE

• Content Creation: Canva, Descript, Adobe Express, ChatGPT.
• Scheduling: Google Calendar, Calendly.
• Social Media Management: Instagram, Facebook, LinkedIn, TikTok, Buffer.
• Client Management: HubSpot CRM, Notion.
• Communication: Gmail, Slack, Zoom.
• Marketing & Website Tools: Squarespace, email marketing tools like HubSpot.

ROLE QUALIFICATIONS

Required Qualifications

• 2+ years of experience as a Virtual Assistant or in a similar administrative role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Empathetic and client-focused with an ability to handle sensitive situations professionally.
• Proficiency with team collaboration tools (e.g., Google Workspace, Notion, Slack).
• Experience with content creation tools (e.g., Canva, Adobe Express, Descript).
• Familiarity with CRM platforms (e.g., HubSpot, Salesforce).
• Experience using AI tools for transcription, content creation, or editing (e.g., ChatGPT, Jasper).
• Excellent English verbal and written communication skills (C1-C2 level on the CEFR scale).
• Access to a quiet, dedicated workspace with reliable internet (50 Mbps or higher).
• Must have own computer (relevant software and subscriptions provided)
  

Preferred ("Nice-To-Have") Qualifications

• Background in coaching, mental health, or education industries.
• Knowledge of Squarespace or other website management platforms.
• Basic understanding of SEO and analytics tools (e.g., Google Analytics, Instagram Insights).
• Experience creating SOPs or process documentation.

ROLE SPECIFICATIONS

• Base Salary: Q8,500 base salary.
• Role type: Full-time.
  
• Location: Guatemala (Remote - Work from home).
• Schedule: Monday to Friday: 8:00 AM - 5:00 PM.

RECRUITING PROCESS

• Application / Screening: When you apply for this position, we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the position. In addition, we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.

• Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.

• Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills, learn about your previous working experiences, and evaluate culture fit to the role and company.

• Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the position’s Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.

The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.

CONTACT US

If you have any questions or run into any complications while submitting your application, please reach out to:

carlos.escobar@trymeteor.com

+502 5389 9183