ADMINISTRATIVE ASSISTANT FOR SWEET B ORGANIZING, LLC

Job Title: Administrative Assistant
Reports to: Owner
FLSA Status: Non-Exempt/Hourly
Hiring Range: $23 - $25 per hour, depending on experience
Hours: 10-15 hrs/week/ Part Time
Start Date: ASAP

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ABOUT OUR COMPANY

Sweet B Organizing was created in 2016 when founder & owner Meghan LeBaudour was on her own organizing journey to pare down her belongings to support a simple way of living.

During this process, she realized how much this could help others transform their lives and create the calm and peace so many are seeking in their daily lives. Out of this curiosity, Sweet B Organizing was started.

Our mission is to teach people how to transform their lives through the process of letting go and getting organized. We help people live a more purposeful life with less, being thoughtful of what they purchase and bring into their lives in order to reduce their impact on the planet.

We specialize in working with families with young children. Most of our clients, when we first talk to them, are in a state of overwhelm and feel frozen about how to move forward. We work with each individual to meet their goals so they can feel calm, at peace, and free in their homes.

Our team consists of Meghan and our Assistant Professional Organizer but we can’t keep up with the workload. We are looking for someone who can be the glue that holds it all together.

Our home office is based in the town of Sonoma.

OUR CORE VALUES:

Connection -Willingness to be vulnerable in order to connect on a human level
Balance - Be clear about your boundaries so that both life and work feel in balance
Integrity - Have the courage to show up with integrity every day
Do your best -Show up, do your best, and don't be attached to the outcome
Knowledge - Continue to be curious, and question if there is a better way, learning is essential to growth
Lead by example - Live the life you are helping clients to live. Simplify, let go, and get organized.

THE OPPORTUNITY

We are seeking a capable, calm yet agile person who is fueled by providing top-notch service to entrepreneurs and who has experience as an Administrative and or Virtual Assistant. Ideally, the candidate lives in the Pacific or Mountain time zone and is interested in part time remote work.

We want to work with you because being organized is your natural state and lights you up. We will train you how to be successful in your role, you will need to come with the drive and curiosity to learn.

The right candidate will be excited to work with a growing, women-owned business. You will be helping to navigate and shape this next chapter in the Sweet B Story.

WE WANT TO MEET YOU BECAUSE YOU ARE:

• Compassionate, empathetic, and possess excellent communication skills
• A Master of the calendar whose natural state is to be organized
• Intrigued about the continual improvement of systems and work processes
• Tech savvy, not afraid to troubleshoot system issues when they arise
• Understanding of the needs of entrepreneurs who lead a full life, have family commitments, and who also embrace a holistic lifestyle
• Possess great communication skills and know-how that help facilitate respect, ease and flow with your leader, the extended team & our clients.
• Trustworthy and can be counted upon to safeguard client’s confidentiality
• Balanced temperament, not easily overwhelmed with competing demands
• Learn quickly and are resourceful, not afraid to ask questions
• Extremely detail-oriented
• Anticipate the needs of the leader and are fulfilled by serving others
• Are coachable, and receive feedback with ease

THE ROLE:

The Administrative Assistant performs a variety of clerical tasks, including making telephone calls, responding to emails, drafting documents, managing client accounts, and maintaining data and records. This role is responsible for providing support and maintaining communication and contact with leads, prospects, clients, and employees. This role is essential to all parts of the business and is the glue that holds it all together.

• Complete phone consultations with new leads. Communicate with leads, prospects, clients, and employees via email, phone, and text to provide information about services provided by Sweet B Organizing.
• Communicate with leads and clients to ensure satisfaction; collect information, create related records and reports, and assist with scheduling.
• Manage new client onboarding. Create and send client working agreements, update sales tracker, calendar client sessions, set up new client payments, and add new clients to QuickBooks online.
• Set up monthly email campaigns; assist with the email automation process.
• Responsible for monitoring and reporting key business data; accuracy, tracking, and Google analytics reports.
• Update Employee Handbook as needed.
• Grant, adjust, and monitor employee access to systems and programs.
• Creates and updates client data and records to ensure accuracy.
• Create process documentation and training videos to educate employees.
• Relays critical information from the Owner or other members of management to employees.
• Advises the Owner of significant events affecting the Company. Documents events by completing and filing required incident reports.
• Display strong interpersonal and verbal & written communication skills, including the ability to professionally communicate with leads, clients, colleagues, management, and vendors.
• Make basic updates to the website testimonials and content to be published on the site.
• Assist with social media marketing processes, such as creating graphics, planning posting schedules, posting to social accounts, and monitoring analytics.
• Ensure consistent execution of established safety, security, quality, company, procedures, practices, and programs.
• Perform other duties not listed here as assigned by the owner or another member of management.
• This role is part time and remote

TOOLS YOU WILL USE
**Helpful to be familiar with these, but willing to develop ideal candidates in specialized systems.**
Squarespace, Active Campaign, Evernote, Trello, SignNow, Wave, Calendly, Canva, Zoom, Google
Docs, Google Sheets, and Zapier.

BASIC REQUIRED QUALIFICATIONS
1. 1-year experience as an Administrative or Virtual Assistant
2. Demonstrate ability to learn new systems quickly with little direction
3. A compassionate, positive, can-do attitude
4. Flexible schedule between Monday-Friday 9 am - 5 pm (PST or MST)
5. Ability to work remotely
6. Ability to empathize over the phone with people who are in a state of overwhelm

WHAT YOU CAN EXPECT FROM US

We want to build a company culture where everyone feels a deep connection to the work we are doing. We want you to feel like you have a balance between work and life, and we are excited to teach and train you so you can thrive in your role.

HOW TO APPLY:

Submit your Resume, Cover Letter, and 3 References to support@sweetborganizing.com using the subject line: I am interested in your Administrative Assistant position

ONLY CANDIDATES WHO FIT THE HIRING CRITERIA WILL BE CONTACTED REGARDING NEXT STEPS

Qualified candidates are invited to apply prior to the close of business on 3/17/23

You can learn more about Meghan LeBaudour and Sweet B Organizing here: https://www.sweetborganizing.com/

Job Type: Part-time

Pay: $23.00 - $25.00 per hour

Schedule:

• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: Remote

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