Administrative & Scheduling Assistant (Remote)

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Job Title: Administrative & Scheduling Assistant (Remote)

Location: Remote (Pacific Time Zone preferred)

Job Type: Part-time (with opportunities for growth)

About Us:We are a mental performance coaching firm dedicated to helping athletes, from youth competitors to seasoned professionals, develop the mental skills needed to perform at their highest level. We believe that confidence, focus, and resilience are just as important as physical skills, and we're passionate about equipping athletes with the tools to unlock their full potential.

We're looking for a dedicated and personable team member to help in our admin department. If you're organized, love sports, and are looking for a long-term administrative role where you can grow with us, we'd love to hear from you.

Job Description:We're looking for a proactive and reliable Part-Time Administrative Assistant to be part of the glue that holds our daily operations together. In this role, you will be the friendly first point of contact for our clients and a vital support system for our Office Manager. You'll handle the behind-the-scenes tasks that keep our company thriving, from managing schedules to organizing data. This is a remote position, perfect for a self-starter who thrives in a supportive, team-oriented environment.

Primary Responsibilities:

  • Client Connection & Support: Be the welcoming voice and point of contact for our clients. This includes handling intake phone calls, responding to emails and inquiries promptly and professionally.
  • Scheduling & Logistics: Manage and schedule appointments seamlessly using Google Calendar, Calendly & JaneApp.
  • Financial Administration: Set up and manage client subscriptions and invoices through Stripe.
  • Data & Systems Management: Maintain and organize crucial information using Google Sheets and CRM system. This includes various data input tasks to ensure our records are accurate and up-to-date.
  • Team Collaboration: Provide direct support to the Office Manager with day-to-day activities, helping with projects and problem-solving as needed.

Who You Are (Qualifications):

  • Language & Communication: You are a fluent English speaker with excellent written and verbal communication skills.
  • Tech-Savvy: You are efficient and comfortable with Google Suite (especially Sheets and Calendar). Experience with Stripe or similar payment processing system is considered a plus.
  • Organized & Reliable: You have a system for managing tasks and can be counted on to meet deadlines in a remote work setting.
  • A True Problem-Solver: You don't just identify issues; you proactively think of solutions.
  • Personable & Positive: You enjoy connecting with people and representing our brand with warmth and professionalism.
  • Interested in Our World: A genuine interest in sports, performing arts, or Sport & Performance Psychology is a huge plus, as it helps you connect with our mission.

Why Join Us?

  • Meaningful Work: You'll be supporting a company that makes a real difference in people's lives.
  • Growth Potential: We are looking for a long-term, committed individual. This is not just a job; it's an opportunity to grow with us and take on more responsibility over time.
  • Flexible Schedule: While this role requires evening shifts and some weekends, you'll be doing it from the comfort of your own home.
  • Supportive Team: You'll be a valued member of a small, dedicated team.

Schedule:

  • Shifts between 12:00 pm - 6:00 pm PT
  • Some Weekends Required

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 5 – 10 per week

Application Question(s):

  • Do you have a sports or coaching background? If yes, briefly describe.

Work Location: Remote

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...