I’m looking for an Administrative, Marketing, and Operations Assistant to support my work as an entrepreneur and psychologist. I oversee the advertising for various businesses and run a neurodiversity-centered therapy clinic along with a music therapy side business. I am looking for someone who can help me with various business tasks. If you’re organized, resourceful, and passionate about making a real impact, this role could be perfect for you!
TO APPLY: PLEASE SEND A SHORT INFORMAL VIDEO SUBMISSION (LOOM.COM OR ONE TAKEN ON YOUR PHONE)
SEE INSTRUCTIONS FOR VIDEO SUBMISSION BELOW
Position Details:
- Type: Remote, Self-Managed, Contractual
- Year-End Bonus: 10% end-of-year bonus from business partnerships that you build
About the Role
In this position, you’ll manage ad campaigns, build meaningful partnerships with healthcare clinics, and provide admin support to a psychology clinic.
You’ll have the flexibility to set your own hours and manage projects with minimal oversight. This is also an evolving role, meaning tasks and responsibilities may shift as the businesses grow. For someone with the right fit, this role could evolve into a higher-level position as the businesses expand.
Responsibilities
Marketing Campaigns & Content Creation (Approx 5–10 hours/week)
- Develop and monitor advertising campaigns across Google, Facebook, and other platforms for multiple businesses, ensuring targeted reach and measurable results.
- Design digital ads, flyers, and simple promotional videos (1–2 minutes) to share across social media and digital channels.
- Create a content calendar to ensure regular, consistent brand engagement and outreach.
- Provide monthly campaign reports with insights and suggestions for continuous improvement.
Outreach & Relationship Building (Approx 5 hours/week)
- Connect with various businesses to introduce what our business offers.
- Coordinate and give short presentations to businesses.
- Gather and incorporate feedback from outreach efforts to enhance the program’s approach.
- Serve as a professional and friendly liaison between our services and potential clinic partners, creating lasting, positive relationships.
Administrative Support (Approx 2–3 hours/week)
- Oversee billing, payment reconciliation, and bookkeeping in QuickBooks.
- Conduct regular audits to ensure accurate billing and payments, promptly addressing any discrepancies.
- Occasionally schedule clients in Google Calendar or CRM.
Self-Tracking & Project Management
- Use tools like Trello or Asana to track tasks, set milestones, and keep projects organized.
- Provide brief self-assessment reports each month, sharing accomplishments, challenges, and any adjustments you’re making to stay productive and on track.
What I’m Looking For
- Marketing & Advertising Know-How: Experience with Google Ads, Facebook, Instagram, etc.
- Creative Content Skills: Proficiency with Canva and basic video-editing tools to create materials that effectively communicate our brands.
- Tech-Savvy & AI-Friendly: Familiarity with AI tools like ChatGPT, CRM software (e.g., Simple Practice), and AI automation tools (e.g., Make.com). Training is available for unfamiliar tools.
- Bookkeeping Basics: Ability to handle billing, payment tracking, and monthly account reconciliation.
- Friendly & Professional Communication: Confidence in presenting our services compellingly and building meaningful connections.
- Exceptional Organization: Strong skills in managing calendars, setting up billing systems, and conducting research to keep everything running smoothly and efficiently.
Ideal Traits for Success in This Role
- Trustworthy and Detail-Oriented: Ability to handle sensitive tasks like billing with care and confidentiality (especially since you’ll be dealing with PHI).
- Proactive and Self-Starting: Completes tasks independently and looks for ways to improve processes and anticipate needs.
- Disciplined with Time Management: Manages time effectively while balancing tasks across multiple projects.
Application Process
Step 1: Pre-Interview Video Submission
(REQUIRED FOR CONSIDERATION)
Please submit a 3–10 minute video to Info@MIWellbeing.org introducing yourself and describing how you’d approach this role. This can be a Loom video or a short informal video taken on your phone.
Suggested prompts to address in your video:
1. Tell me about yourself, your background, and why you’re interested in working with an entrepreneur and psychologist across multiple business ventures.
2. What unique skills or experiences do you bring to this role, and how do you see them contributing to the diverse responsibilities of this position?
3. How would you approach creating an ad campaign? What steps would you take to make it effective and targeted?
4. Describe your experience with managing billing and payments. How do you ensure accuracy and stay organized with financial records?
This video submission serves as an initial assessment of your skills with software, technology, and AI tools. Applicants who pass this first stage will be contacted for the next step in the interview process.
Step 2: Resume Submission
Submit an up-to-date resume highlighting your relevant experience, skills, and accomplishments that align with the responsibilities of this role. Be sure to include any marketing, administrative, and project management experience, as well as familiarity with tools or software mentioned in the job description.
Step 3: Portfolio Review (Optional)
If you have a portfolio of past work, I would love to see samples of your work in design, video content, and advertising materials. While not required, having a portfolio is a plus!
If this sounds like the opportunity you’ve been looking for, please apply! I’m excited to find someone who’s ready to bring their talents, initiative, and creativity to my team.
I look forward to working with you!
Job Types: Part-time, Contract
Pay: $21.85 – $25.68 per hour
Expected hours: 10 – 15 per week
Schedule:
- Choose your own hours
Work Location: Remote