Virtual Administrative Assistant

We are no longer accepting applications for this position.

We are currently interviewing candidates.

Job Summary: We invite an experienced Virtual Administrative Assistant to become an integral part of our rapidly expanding organization. We’re in search of more than an assistant, we’re seeking a true right-hand person - someone who shares our passion for empowering students and early career professionals in science and medicine and promoting diversity in STEM. While this is currently a part-time, subcontractor role, we are seeking someone interested in a long-term partnership; someone eager to grow alongside us, with opportunities to evolve the position over time, into a co-created, full-time role. Our ideal candidate is a seasoned professional attuned to the unique cadence of a private, service-based coaching business with an uncanny ability to anticipate needs and adapt. We also welcome and value your expertise and suggestions regarding ways to make our existing processes more efficient. Join us on this journey, where your skills and dedication will play a vital role in shaping our continued success. 

Responsibilities:

Responsibilities for this position include:

• Edit, format, proof-read (and periodically preparing) documents (e.g. reports, marketing materials, surveys, website content, presentations, proposals, contracts, etc.) as assigned by the CEO, ensuring accuracy and professionalism

• Assist with launch and operations of our new digital service offering, Success in Science Academy (e.g. collaborate on marketing strategies, content creation, managing technical logistics, tracking participants, customer service, compile performance reports, etc.) 

• Manage and update records and databases while ensuring the confidentiality and security of information (e.g. description and status of client inquiries)

• Coordinate with Career Coach to provide and ensure clients have all necessary electronic documents before and throughout their coaching program (e.g. populate client Google Drive folder with prepared materials, customizing documents with the clients’ information)

• Research, gather, and analyze data to support decision-making and networking (e.g. identify candidate guests for podcast, expand list of referral coaches, etc.)

• Assist in managing and tracking client programs and progress, sending notifications or reminders when necessary

• Technical logistics, participant management, and chat monitoring during live webinar events (on Zoom or Microsoft Teams)

• Video and podcast editing and publishing one episode per month (*pending qualifications)

Responsibilities for this position DO NOT include:

• Social media content creation or management

• Lead generation (clients / customers)

• Calendar management or scheduling

• Travel arrangements

• Accounting, bookkeeping, or invoicing

Qualifications:

Required:

• Bachelor’s degree or equivalent years of experience

• 2+ additional years of experience as an administrative assistant, executive assistant, or similar role in a virtual/remote capacity

• Technological proficiency in office software and procedures and ability to embrace new technology (e.g. Microsoft Office, Google Suite, Canva, Mericool, Calendly, Mailchimp, Zoom, Squarespace, and other related tools)

• Excellent verbal and written communication skills (fluent/native English proficiency)

• Exceptional organizational and time management skills and the ability to work on deadlines and handle multiple tasks

• A proactive, highly self-motivated and problem-solving attitude

• Detail-oriented, but aware of and appreciative of the larger vision and purpose with a commitment to accuracy and quality

• Experience working independently with little supervision

• Experience handling sensitive and confidential information with discretion and integrity

• Ability to adapt to changing needs and demands

Preferred:

• Experience supporting small service-based businesses, preferentially career coaching businesses

• Demonstrated success collaborating in virtual environments

• Strong educational background in STEM

• Audio and video podcast editing experience (using programs such as Riverside, Descript, Garageband, YouTube, and Anchor/Spotify for Podcasters) 

• Graphic design and content creation experience

Company Overview:

Success in Science Career Coaching LLC provides transformative, innovative, and inclusive services that empower students and early career professionals along their academic and career journeys in science and medicine. We envision a future where every aspiring student and emerging professional, whose values, interests, and skills align with a career in science or medicine, realizes their full potential. We believe that fostering long-term partnerships built on trust, embracing a growth mindset in the face of both opportunities and challenges, and welcoming diversity in all its forms propels the scientific community forward and results in groundbreaking advancements in STEM. 

We offer a variety of career and professional development services, including: (1) individual & group coaching, (2) presenting & workshopping, and (3) program development consulting. Our clients (individuals or institutions) can choose from a variety of topics, ranging from career exploration, to application preparation (e.g. resumes, personal statements, etc.), to professional development (e.g. networking, building habits, etc.).

Additionally, we produce and host the podcast, Diverse Routes: Career Journeys in Science & Medicine, a podcast designed to amplify the voices and career stories of individuals from underrepresented groups in STEM to help aspiring professionals from all demographics feel a sense of belonging in STEM. To further our mission, we also offer a STEM Career Development Scholarship Program for one high-school junior per year to receive one year of private career coaching. And recently we launched our Science Communications & Marketing Internship program for undergraduates or recent graduates interested in strengthing their skills in social media content creation and marketing for a future career in science communication or related field.

Learn more @ successinscienceCC.com.   

Location and Work Arrangements:

• 1-year subcontractor position with opportunity for renewal

• Fully remote position, but must be a Citizen or Permanent Resident (i.e. Green Card holder) in the United States

• Estimated 10 hours per week

• Flexible start date (May 2024 preferred)

Benefits:

• Pay: $600-$800/month (commensurate with experience and assigned tasks)

• Initial 1 month paid trial period ($300) to ensure a mutually beneficial fit

• Unlimited personal leave with performance

• Flexible hours

• Opportunities for growth / advancement

• Management and technology training opportunities and usage

Application Process:

Submit your application via email to Dr. Cassie M. Briggs at cassie@successinscienceCC.com with the subject line “Application for Virtual Administrative Assistant Position”. Include:

• An updated 1 or 2-page resume

• A 1-page cover letter outlining why you are a strong fit for this particular role within our organization - We strongly recommend reviewing our website and the LinkedIn Profile of the CEO (Cassie M. Briggs) you will be assisting to better tailor your response and highlight your potential alignment with our values and goals.

• Contact information for 2 professional references (name, title, affiliation, phone number, email address, and briefly describe the context of your relationship). References will be contacted after the initial interviews.

Upon receiving your application, we will send a confirmation email to acknowledge its receipt. Shortlisted candidates will be contacted to schedule an interview with CEO and Career Coach, Dr. Cassie M. Briggs. All candidates will be notified regarding the status of their application once the position has been filled.

Application Deadline: Monday, April 1st, 2024 @ 11:59 PM ET. 

Contact Information:

For inquiries or additional information, contact Dr. Cassie M. Briggs by call or text at 313-242-7131 or by email at cassie@successinscienceCC.com. 

Equal Opportunity Employer

Success in Science Career Coaching LLC is an equal opportunity employer and is committed to fostering a diverse and inclusive work environment. We embrace and celebrate diversity in all its forms. Employment decisions are based on merit, qualifications, and business needs, without regard to any protected characteristic as outlined by applicable law. We are dedicated to building a team that reflects the diversity of the communities we serve and creating a workplace where everyone feels welcome, respected, and included. We encourage candidates from all backgrounds to apply, and we strive to ensure fair and equitable treatment throughout the recruitment and hiring process.