Assistant Needed
I own a small consulting business which specializes in wheelchair accessible housing and equipment. The consulting services includes field assessments on existing structures, designing exterior and interior accessible living space, creating construction documents, contractor solicitation, project management, as well as creating custom reports within the accessible real estate and construction field. I have 6 team members in total.
I’m looking for an assistant to coordinate my emails, billable time and schedule.
- Emails – I would like all my incoming and outgoing emails to be reviewed while extracting follow ups & to-dos per the email. If someone requests something from me, I’d like a task created in outlook. If I state I’ll do something in an outgoing email, a task should be created in outlook. On average, reviewing my emails and posting tasks takes about 1 hour a day.
- Billables – we use a passive time tracking system which records all computer activity with emails, files, apps, etc. Each day’s activity must be reconciled to active projects for billing. The billable time needs to be synced with Harvest. On average, reconciling my billables takes about 15-30 mins per day.
- Schedule – I typically have 2-3 meetings a day. I would like you to coordinate my meetings, set up/email the GoToMeeting links with the participants, and prepare meeting docs. Scheduling typically takes 15-30 minutes a day.
Day to day, my assistant may spend 2 hours on emails, billing, and schedule. In addition, I would need to speak to my assistant 15-30 minutes to answer questions and assist with reconciling the previous day’s activities. This call can happen almost anytime the next day. My assistant would schedule a call on my calendar per their availability.
At minimum, the position requires 2-2.5 hours per day. If you’d like more hours and responsibilities, there is more work available. My previous assistants (I’ve had 2 and each worked for me for ~5 years) developed interests and skills in other areas of the business, such has real estate, construction, and design. Both assistants ended up working as many hours as they liked and spear-headed various departments in the business. This option for growth is available.
Here’s what I’m looking for in my assistant:
- Integrity – I need to know what needs to be done, will be done. I need to have confidence my assistant will do what’s expected.
- Proactive – I want someone one step ahead of me at all times.
- Plugged-In – I want my assistant to be responsive via text/emails/chats within a reasonable (agreed upon) timeframe.
- Family-Oriented – I have a small group of team members who have worked here for many years. We all have families and have become friends with one another.
Regarding compensation, I propose $25 hourly but I’m open to other rates depending on the candidates experience and proposed schedule/responsibilities. I typically pay my team members on the first of each month. I can make other arrangements for the right candidate. You will receive a 1099 at the end of the year.
Thank you and looking forward to working with you.
Eric