Executive Assistant (Job ID: HANJAZ1)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is a fast-growing women’s media and membership brand rooted in truth, goodness, beauty, and classical formation for women. Through the magazine and the society, they provide thoughtful digital and print media, community building, and impactful brand partnerships.

They are entering an exciting phase of growth, preparing the business to operate seamlessly ahead of the busy winter season. With that growth comes backend operational complexity. This is not an influencer assistant role—they are building a long-term media company anchored in a Western Christian worldview. A rockstar operational partner who thrives behind the scenes, enjoys creating order, and believes in meaningful women’s media is needed.
 

About the Role:

The client is currently wearing too many administrative hats, pulling her focus away from creative direction, content generation, and strategic growth. They are looking for a true "Unicorn" VA—someone who won't just check off tasks on a checklist, but who will take true ownership of the backend, protect the Founder’s time, and keep our operational engine running smoothly. 

Key Responsibilities

1. Customer Care & Inbox Management

• Manage Inboxes: Serve as the friendly, professional voice of the magazine, answering subscriber questions about accounts, payments, and shipping.
• Founder Support: Keep the Founder’s calendar organized, coordinate meetings, and handle incoming speaking or podcast invitations.

2. Community & Content Operations

• Moderate Skool: Welcome new members to our digital community (The Swish Society), guide them through onboarding, and keep discussions positive and engaged.
• Editorial Assistance: Help organize the publishing calendar, handle guest contributor pitches, and provide light proofreading or formatting support in Wix.

3. Partnerships & General Admin

• Sponsor Coordination: Research aligned brands or bookstores for potential partnerships, track outreach, and follow up on deadlines and creative assets.
• Keep Systems Organized: Keep digital files, spreadsheets, and tasks organized in Google Drive and Canva so nothing falls through the cracks.

Qualifications & Experience

• Proven Experience: Prior experience as a Virtual Assistant, Executive Assistant, or Operations Coordinator. (Experience in media, publishing, digital subscriptions, or community management is a major plus).
• Tech Stack: Proficiency or strong familiarity with Wix, Skool, Google Workspace, and Canva. Comfortable learning new software independently.
• Communication Style: Exceptional written English fluency. Your communication style is professional, warm, clear, and perfectly aligned with a thoughtful women's lifestyle and media brand.

Mindset & Soft Skills

• Critical Thinking: A true problem-solver mindset. The ability to take a process or guidelines and intelligently apply its logic to new, unique scenarios without needing to be micromanaged.
• Proactivity & Order: High organizational skills and strong follow-up ability; you love creating systems, anticipating bottlenecks, and keeping projects moving forward.
• Discretion & Values: You maintain absolute discretion and professionalism. An appreciation for thoughtful culture, community-building, and classical femininity will make you a seamless fit

The Core Values

The business is guided by distinct principles. We expect our team members to understand and respect these foundational values:

• Anchored in Timeless Truth: We are rooted in a Western Christian worldview and guided by enduring Truth, even when it places us out of step with modern culture.
• Think Deeply and Speak Graciously: We value serious thinking and honest questions, engaging others with clarity, conviction, and respect rather than pretension or hostility.
• Faithful to the Season: We honor the responsibilities of each season of life, valuing motherhood, marriage, stewardship of talent, and meaningful work while rejecting both idleness and performative hustle.
• Character Governs Presentation: We believe beauty and elegance matter, but never at the expense of integrity; who we are in private must always govern what we present in public.
• Visible Generosity: We share credit, opportunity, and resources openly, celebrating others’ success and refusing to hoard influence or attention.