Executive Assistant for Caitlyn - Looking for a Unicorn!

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

*I provide a FUN working environment.

*We are constantly learning new things.

*We are a team who wants to be the best at what we do, which means you have the BEST teammates.

*I ALWAYS pay on time.

*I treat all of my team members with respect and love.

Client Overview:

Caitlyn is an HR consultant and an absolute dream client to work with! She’s looking for an awesome unicorn who can take some administrative tasks off her plate so she can focus on more pressing things.

Client Requirements:

• Must be able to work 20 hours weekly
• Must be able to work any 4-hour block in the afternoon, between 12pm and 5pm Eastern Time (US), Monday through Friday
• Must have strong English communication skills (written and verbal)
• Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Must be comfortable thinking a task through and working out the right next step
• Must be consistent with the small details, and prioritize getting things right over getting them done fast
• Must be open to feedback and able to apply it to future tasks
• Must be excited to learn more about Caitlyn’s preferences, clients, and the business over time
• Must take ownership of follow-through so nothing slips through the cracks
• Must be comfortable using AI tools to work efficiently and improve quality, while still doing the thinking themselves
• Nice to have: experience supporting consultants or client-facing service businesses where written communication and organization are critical

Responsibilities/Tasks:

Must-Have Experience (Responsibilities You Must Be Proficient In):

These are the tasks the VA needs to handle independently and confidently from day one:

Administrative Support

• Inbox support: flagging priorities, organizing, and drafting straightforward replies
• Calendar management: scheduling client sessions, internal work blocks, and managing changes
• Meeting coordination: confirmations, rescheduling, Zoom links
• Travel planning and research (flights, hotels, itineraries)
• Mileage tracking and monthly submission support
• Formatting documents using existing templates and structures (proposals, contracts, decks, PDFs)
• Maintaining organized, consistent file and note systems across all clients

Client and Session Support

• Preparing and sending meeting agendas in advance
• Preparing materials ahead of sessions (decks, worksheets, links)
• Turning meeting and coaching transcripts into clear summaries, including polished client-facing versions
• Drafting follow-up emails and pulling action items from meetings
• Following up with clients on scheduling and next steps
• Tracking outstanding actions and nudging on client and internal follow-ups
• Sending proposals, agreements, and invoices using existing templates
• Tracking invoices and following up on outstanding payments
• Maintaining a library of reusable content and templates

Trackers and Light Coordination

• Maintaining trackers for pipeline, active clients, sessions, deliverables, proposal status, and invoicing
• Keeping an up-to-date view of what's in progress across all clients, and flagging anything at risk of slipping
• Organizing receipts and coordinating with bookkeeping (no accounting required)
• Supporting light research (tools, vendors, travel, etc.)
• Supporting light personal tasks (booking appointments, coordinating schedules, etc.)

Nice-to-Have Experience (Responsibilities You Can Learn Over Time)

These tasks are valuable but can be trained on the job:

Content and Social Media Support

• Scheduling LinkedIn posts and blog content (Caitlyn provides the content)
• Repurposing existing content into simple formats (snippets, emails, etc.)
• Basic Canva support for clean, on-brand materials
• Maintaining a simple content calendar
• Assisting with comments and conversations when needed
• Supporting the backend organization and consistency of social media efforts
• Supporting LinkedIn outreach (connection requests, light follow-ups, message personalization)

Organization and Tracking

• Building simple trackers or improving existing ones for better visibility
• Tracking leads and conversations, and ensuring timely follow-ups
• Supporting light system improvements or organization of workflows over time

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal

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Our super cool hiring process:

• We have real people communicating with you and looking at your application!
• We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
• At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!

Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.