Executive Assistant [CLOSED]

Click here to watch a video from Briony, the founder of Untapped:

Untapped provides coaching, transformational events and workshops, with a focus on helping people discover their unique gifts, and unlock their potential and personal power so that they can achieve their unique aspirations and create an impact in the world. They have supported thousands of people to tap into their hidden potential and create more with this life!

They are building a kind, open, and powerful community of clients; their results are absolutely phenomenal, which is why they are expanding their business to the international market and new scalable offers, as well as focusing on PR and media growth.

Embedded at the core of Untapped is transformation. They are a personal growth and education company committed to expanding humanity and empowering people to live their best lives. It is an inspiring company to work in, as you will have a direct opportunity to impact and contribute to something bigger. They love to grow, and they are always finding new ways to learn, expand, upskill, and grow as individuals and as a company. There is a huge sense of ownership and empowerment given to you at Untapped—the team will mentor and support you to work within your strengths and find your unique contribution to the company. They communicate openly and offer strong feedback loops to ensure everyone feels safe to express themselves.

The team at Untapped is looking for their next team member – an Executive Assistant – to join them and to assist the Untapped team - specifically the founder, Briony - in maintaining the smooth running of the company. You will provide administrative support throughout the business so that the team is free to work in their zone of expertise and focus on business growth.

This is an exciting and dynamic role perfect for someone who wants to work at a successful company that will train you and help you develop new skills, as well as facilitate your personal growth and leadership skills.

More specifically, within this role, you will:

• Manage Admin inbox
• Be responsible for Customer Service; more specifically:
• Respond to customer enquiries e.g., calendar invites, Thinkific course login details, payment plan enquiries, etc.
• Order and arrange client gifts
• Manage testimonial repository e.g., requesting testimonials individually, sending follow-up emails, uploading the testimonials to drive, and sending links to relevant parties
• Upload call recordings to call recording document/Thinkific
• Manage schedules; or more specifically:
  • Send calendar invites for events, team calls, and client/programme calls
  • Find aligned times across different time zones for team calls
  • Schedule calls with collaborations
  • Shift/amend sales/client calls
  • Create Calendly booking links and manage availability scheduling
• Manage Payment Plans; or more specifically:
  • Track all client payment plans
  • Email & follow up with all default payments
• Onboard clients; or more specifically:
  • Set up all calendar invites with Zapier
  • Automate emails with Active Campaign
  • Update the registration spreadsheet in Excel
  • Set up payment plans and update the payment tracker in Click Ups
  • Create invoices in Xero
  • Mark off and ensure all client contracts are signed (Waiver Forever) & update contracts as required
  • Add clients to the Slack Community
• Manage financial administration, or more specifically:
  • Send all invoices/ receipts to Xero account for the bookkeeper to reconcile
  • Invoice clients/process payments
  • Catch up/follow up on past-due and failed payments in the Payment Plan Tracker
  • Manage invoices for contractors, tax purposes, etc.
• Update systems i.e., Calendly, Thinkific, Waiver Forever, etc.; or more specifically:
  • Update any subscription information/payment details, etc.
  • Upload video content to Thinkific Learning Portal
  • Ensure that the Google Drive is clean and up to date and that the resources are added to ClickUp & Google Drive where relevant
  • Format worksheets/documents in Excel
  • Keep Active Campaign Pipeline up to date after sales calls and events
• Manage podcasts and guest speakers; or more specifically:
  • Schedule invites for podcast guests and guest speakers for events
  • Update and send podcast guest information to the podcast team and update ClickUp
  • Update and upload podcast notes when needed
  • Submit reports on Mondays and track data in Excel
• Manage Zapier; or more specifically:
  • Set up zaps
  • Turn off zaps when needed
• Manage Slack; or more specifically:
  • Create new channels
  • Archive channels when needed
  • Manage the Slack community channel and respond to client tech enquiries/questions
• Report to the founder, Briony

As you join the company, you will have access to the SOPs outlining all administrative tasks. You will have at least one training session in your first three weeks at the company, as well as a weekly check-in call for questions. In your first few weeks, you will review the Untapped Values, learn more about the Untapped Ways of Working, and review & familiarise yourself with the SOP Manual.

To excel in this role, you need to have:

• 2+ years of experience as an Executive/Virtual Assistant
• Experience using Calendly, Zapier*, Slack, Thinkific, Active Campaign, Typeform, Loom, ClickUp, Lead Pages, Zoom, Squarespace, G-Suite, and Excel, or equivalent software
• Good tech knowledge and understanding of automation
• Excellent attention to detail and organisational skills
• Excellent English skills, both written and spoken
• Can-do attitude and willingness to go the extra mile for the team and client results
• Willingness to work with an overlap with GMT

* Brownie points for experience with Zapier and familiarity with Xero (no accounting skills required); we’d expect you to know the software – or learn how to use it fast, if you haven't used it before) – and know how to e.g. find things like a client’s invoice, etc.

What’s in it for you?

• Hourly rate of €8*
• Fully remote and part-time role ~ 15 hours per week
• Flexible working hours with some overlap with GMT
• Exposure to how to deliver & run Untapped workshops, resources, courses, training around personal growth, leadership & business, etc.
• Team retreats
• Online upskilling and training sessions once per month; the company pays for personality profiling, so they can understand your strengths and build deeper self-awareness

*Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

Let’s hear it from some of their team members:

“It's so inspiring to work in a company that is eager to improve; there’s a culture of growth, feedback, and improvement" - Johnelle Hosking

“To say that working in the Untapped team is a dream come true is NOT an exaggeration. Working in the Untapped team never felt like a job for me, it felt like a calling. To be part of a mission that is so much bigger than us and to be able to see the tangible results the community and programmes create is the most meaningful feeling. Beyond that, the team is the most supportive, loving and fun environment you could ever hope for in a workplace. Showing up as your true self isn’t just accepted, it’s expected. The team creates you as your highest self every day in every way, and it’s impossible not to live up to that. The flexibility not only in working hours and location but in creative licence to execute outcomes is a playground for innovation and allows creative solutions and world-class programme development that truly creates a sustainable impact in the world. I truly mean it when I say anybody would be beyond lucky to be part of this incredible team.” - Megan Diment

This position will be closed as soon as we find the perfect match. So, make sure to read the description carefully and take your time to submit a high-quality application that stands out.

If you apply, JobRack will respond promptly and keep you updated throughout the process.

Please expect the hiring process to include:

1 - Filling in the application form once you click “Apply”

2 - Being invited to record a short video to introduce yourself

3 - Completing test tasks if short-listed

4 - Attending video interviews where you will have the opportunity to talk more about your previous experience and the new role

Applications are only accepted through JobRack. Untapped has specifically requested that you do not contact them directly. If you have any questions please contact us using dwy@jobrack.eu

To make sure you receive updates on your application please add recruitment@jobrack.eu to your email address book.

Got questions about working remotely? Check out JobRack’s FAQ for answers to everything you might want to know. https://jobrack.eu/jobseeker-faq