Research, Outreach & Business Administration

This is a remote position.

About the client

A Leadership Strategist, Executive Peer Advisory Facilitator, Keynote Speaker, Author, and Founder and CEO. Drawing on 22 years of federal service and senior leadership experience, she helps business owners and professionals strengthen leadership, make better decisions, and build successful organizations.

Carla is developing a private, six-month mastermind for accomplished women business owners and also provides leadership coaching, business coaching, and speaking engagements. Her speaking work includes leadership events and Christian women's organizations, with an emphasis on personal leadership and biblical perspectives on leadership.

She is looking for a dependable Virtual Assistant to handle research, outreach, and recurring administrative tasks so she can focus on client work, speaking, and business development.

Role overview

The VA will provide hands-on operational support across research, speaking opportunity identification, LinkedIn outreach, business administration, and selected digital platforms.

The initial focus will be on identifying relevant speaking opportunities, researching prospective organizations and events, and preparing applications using the information and guidelines provided by Carla.

As the working relationship develops, the role may expand to include GoHighLevel administration, website maintenance, digital product support, and mastermind coordination.

The ideal candidate is resourceful, organized, comfortable using AI research tools, and able to work independently with minimal supervision while maintaining clear communication with the client.

Key responsibilities

A. Speaker opportunity research — immediate priority

• Research and identify relevant keynote, conference, and public-speaking opportunities aligned with Carla's expertise in leadership, business, personal development, and executive leadership.
  
• Identify speaking opportunities with Christian women's organizations, churches, women's leadership groups, and Christian events that align with Carla's biblical approach to personal leadership.
  
• Research event organizers, host organizations, event dates, locations, themes, submission deadlines, speaker requirements, and application processes.
  
• Evaluate opportunities against the target audience, relevance to Carla's expertise, and potential business value.
  
• Use AI tools to accelerate research, assess relevance, summarize opportunities, and organize findings based on the criteria Carla provides.
  
• Complete speaker applications and submissions using Carla's existing biography, speaking topics, credentials, and other approved materials.
  
• Maintain an organized tracker of potential opportunities, application requirements, deadlines, submission status, and follow-up actions.
  
• Provide regular updates on research progress and flag high-priority opportunities or approaching deadlines.
  

Important: Carla will provide the parameters, background information, and application materials. The VA should be capable of conducting the research and completing the process without requiring Carla to manage each step.

B. LinkedIn research and lead generation

• Research potential clients, business owners, organizations, and professional contacts who may benefit from Carla's leadership consulting, coaching, or mastermind offerings.
  
• Identify relevant prospects and assess their alignment with Carla's target audience.
  
• Use Carla's LinkedIn account to send personalized direct messages to selected prospects, based on her instructions and approved messaging.
  
• Support prospect follow-ups and maintain an organized record of outreach activity and responses.
  
• Help identify potential partnerships, referrals, and business development opportunities.
  
• Keep outreach professional, relationship-focused, and consistent with Carla's brand and communication style.
  

Note: LinkedIn outreach is a supporting responsibility, while speaker opportunity research is the current top priority. Mass messaging and indiscriminate connection requests are not the primary objective.

C. GoHighLevel (GHL) administration

• Assist with creating and updating landing pages using content and instructions supplied by Carla.
  
• Format page content, upload relevant information, and ensure the layout and design are consistent with the client's requirements.
  
• Generate and provide the relevant landing page links and QR codes.
  
• Assist with setting up and maintaining membership areas within GoHighLevel when required.
  
• Help organize relevant content, contact information, and membership details.
  
• Perform basic checks on forms, links, and workflows to ensure they function as intended.
  
• Identify and report technical issues that require advanced support.
  

GoHighLevel is a secondary priority at the start of the engagement. A VA with existing GHL experience would be preferred, but the immediate emphasis is on research and outreach.

D. Email and general administrative support

• Manage and organize the client's inbox as agreed, helping prioritize messages and identify items requiring attention.
  
• Assist with scheduling, coordinating appointments, and tracking important deadlines.
  
• Maintain organized records, trackers, and task lists.
  
• Follow up on outstanding tasks, submissions, and business-related communications.
  
• Handle routine administrative work accurately and efficiently.
  
• Keep Carla informed of progress, completed tasks, pending items, and issues requiring her input.
  

E. Occasional Website maintenance and content updates

• Make minor website updates using Carla's existing website instructions and procedures.
  
• Upload or replace videos, update text, and make other approved content changes.
  
• Use Opus Clip to process videos into short-form clips when requested, or assist with basic video editing and preparation for publication.
  
• Check updated pages, links, and content for accuracy and functionality.
  
• Coordinate with the client's technical support or developer when a change requires coding or advanced technical work.
  

This role does not require advanced website development or coding. The VA will primarily implement straightforward updates using existing instructions.

F. Digital product and purchase-flow monitoring

• Monitor the client's educational leadership program for young professionals, which is sold for $97.
  
• Check that purchases are processed correctly and that the expected customer or delivery process works as intended.
  
• Perform basic checks of the payment and product delivery flow.
  
• Flag failed transactions, access issues, or technical problems for the appropriate person to resolve.
  
• Help ensure customers receive the product or access they have purchased.
  

The VA is not expected to handle advanced coding or payment-system development. Technical work will be managed by another resource.

G. Mastermind and executive peer advisory support — upcoming responsibility

Carla plans to launch her six-month mastermind for accomplished women business owners around January or February, with the goal of running at least three cohorts during the following year.

As the mastermind launches, the VA may support the program through:

• Organizing participant information, session schedules, recordings, and follow-up activities.
  
• Coordinating with Carla around her working schedule and program delivery.
  
• Sharing session recording links with participants after sessions.
  
• Reviewing session recordings or notes to identify individual accountability commitments when appropriate.
  
• Sending personalized follow-up emails with recording links and agreed accountability reminders.
  
• Tracking participant commitments and follow-up actions, including tasks participants have agreed to complete.
  
• Helping keep program materials and communications organized and ensuring participants receive timely information.
  
• Maintaining confidentiality around participant discussions, business matters, and personal information.
  

The VA's role is to provide administrative coordination and follow-through, not to act as the mastermind facilitator or provide coaching.

Required skills and qualifications

• Research skills: Able to find relevant events, organizations, speaking opportunities, and prospective clients using online research.
  
• AI proficiency: Comfortable using tools such as ChatGPT, Claude, Perplexity, or comparable AI assistants to conduct and organize research, summarize information, and improve efficiency.
  
• Clear communication: Strong written and verbal English, professional messaging, and the ability to communicate updates concisely.
  
• Organization and attention to detail: Able to manage trackers, deadlines, applications, links, content, and administrative tasks accurately.
  
• Independent execution: Able to follow instructions, exercise sound judgment within agreed parameters, and complete work without constant supervision.
  
• LinkedIn familiarity: Comfortable researching prospects and conducting personalized outreach through LinkedIn.
  
• Digital platform skills: Experience with GoHighLevel is an advantage. Familiarity with website content management, landing pages, QR codes, and basic video workflows is desirable.
  
• Administrative capability: Comfortable with inbox management, scheduling, recordkeeping, and routine business support.
  
• Adaptability: Willing to handle varied tasks and learn the client's processes as the business grows.
  
• Discretion and confidentiality: Able to handle client information, account access, business records, and private mastermind discussions responsibly.
  

Preferred working style and personality

• Proactive, dependable, and resourceful.
  
• Comfortable working independently without micromanagement.
  
• Takes ownership of assigned work and follows through on commitments.
  
• Communicates clearly and asks focused questions when clarification is genuinely needed.
  
• Uses initiative to identify opportunities and suggest practical improvements.
  
• Flexible enough to support different areas of the business as priorities change.
  
• Comfortable receiving instructions through WhatsApp and providing concise progress updates.
  
• Able to work collaboratively with a US-based client during agreed Eastern Time working hours.
  

Tools and platforms

AI research tools

ChatGPT, Claude, Perplexity, or similar tools for opportunity research, summaries, and prospect research.

LinkedIn

Prospect research, personalized outreach, and relationship management.

GoHighLevel

Landing pages, links, QR codes, membership setup, and basic platform administration.

WhatsApp

Primary day-to-day communication channel with Carla.

Opus Clip

Video repurposing and basic content preparation, as needed.

Additional tools for email, calendars, website management, payment processing, and task tracking will be confirmed during onboarding. The VA should be comfortable learning existing systems rather than requiring the client to change her workflow.

Working hours and engagement

• Location: Fully remote.
  
• Client time zone: US Eastern Time (Washington, DC–Baltimore area).
  
• Initial workload: Approximately 5 hours per week for the first month
  
• Ongoing workload: The agency's standard minimum is 10 hours per week from the second month onward.
  
• Schedule: Hours to be coordinated around Carla's Eastern Time working schedule. Specific days and overlap requirements are still to be confirmed.
  
• Communication: WhatsApp is the preferred channel for routine communication.
  
• Reporting: The VA should provide concise updates on completed tasks, progress, outstanding items, and deadlines.
  

Performance expectations

The VA should be able to demonstrate the following outcomes:

• A well-organized and regularly updated tracker of relevant speaking opportunities.
  
• Accurate research with verified event details, application requirements, and deadlines.
  
• Timely completion of approved speaker applications.
  
• Consistent, personalized LinkedIn outreach and organized follow-up records.
  
• Reliable completion of assigned administrative and platform-related tasks.
  
• Accurate website and digital product updates using the client's instructions.
  
• Timely and organized participant communications once mastermind support begins.
  
• Minimal need for repeated instructions or day-to-day supervision.
  

Role boundaries

• The VA will execute and coordinate tasks, not act as an online business manager.
  
• Advanced coding, complex technical development, and payment-system engineering are outside the scope.
  
• Public-facing messages, applications, and outreach should use Carla's approved information and follow agreed guidelines.
  
• Any commitments, commercial decisions, or sensitive communications outside the approved scope should be referred to Carla.
  
• Participant information and mastermind discussions must be treated as confidential.