VA Desk

• Manage and improve business systems and technology platforms. • Build and maintain landing pages, workflows, and automations. • Troubleshoot technical issues and optimize business processes. • Create and document Standard Operating Procedures (SOPs). • Learn and manage platforms such as GoHighLevel, Squarespace, Mailchimp, CoachAccountable, and other business tools. • Research speaking opportunities. • Maintain the speaking CRM and opportunity pipeline. • Conduct approved outreach using established templates. • Track speaking engagements, follow-ups, and communications. • Onboard new coaching clients. • Manage scheduling and client communications. • Support coaching program administration. • Coordinate client renewals and ongoing engagement. • Format and schedule email marketing campaigns. • Upload and schedule social media content. • Create simple short-form video clips from existing content. • Organize presentations and marketing assets. • Manage calendar and scheduling. • Track priorities, deadlines, and follow-up activities. • Send invoices and support basic business operations. • Provide ongoing administrative and ad hoc executive support.

• Manage and organize executive email communications. • Prioritize incoming requests and daily administrative tasks. • Maintain calendars, appointments, and meeting schedules. • Prepare meeting agendas, notes, and follow-up action items. • Organize digital files, documents, and business records. • Draft correspondence, reports, and internal documentation. • Coordinate administrative activities across multiple business entities. • Handle confidential information with professionalism and discretion. • Respond to tenant inquiries in a timely and professional manner. • Coordinate maintenance requests with vendors and contractors. • Schedule property inspections and maintenance activities. • Maintain property-related documentation and records. • Assist with rental administration and operational coordination. • Support the implementation of systems that improve property management efficiency. • Serve as a professional point of contact for clients, tenants, vendors, and business partners. • Conduct follow-up communications as directed. • Monitor inboxes to ensure timely responses and task completion. • Maintain organized communication records. • Help uphold a high standard of professionalism across all interactions. • Create, document, and maintain Standard Operating Procedures (SOPs). • Identify inefficiencies and recommend process improvements. • Assist in implementing administrative systems and workflows. • Track recurring tasks and operational deadlines. • Support ongoing business organization and scalability initiatives. • Assist with future marketing, sales, and business development projects as business needs evolve.

• Answer inbound customer phone calls and respond to service inquiries • Monitor and respond to customer emails in a timely and professional manner • Schedule HVAC service appointments and coordinate customer bookings • Assist in coordinating technician schedules and daily dispatch operations • Provide customer updates, confirmations, and follow-ups as needed • Support general office administrative tasks and documentation • Ensure clear communication between office staff and field technicians • Maintain organized records of customer interactions and service requests • Manage appointment scheduling using Housecall Pro • Coordinate technician availability, assignments, and route planning • Assist in balancing workload distribution among field technicians • Support parts ordering coordination and supplier communication • Help improve operational workflow efficiency during peak HVAC seasons • Assist in tracking job progress and ensuring service completion updates • Support operational documentation and internal record-keeping processes • Begin with structured onboarding under guidance from internal team leadership • Learn and follow established service and scheduling workflows • Gradually take on expanded responsibilities as processes are documented • Support the transition from founder-dependent operations to system-driven workflows • Prepare for full-time transition within approximately 2 months • Ultimately assume the majority of office administrative responsibilities

• Build, organize, and maintain a database of real estate agents (including new licensees where applicable) • Conduct outbound outreach via email and/or phone to initiate conversations • Build and maintain professional relationships with agents and referral partners • Manage follow-up sequences and engagement tracking within CRM systems • Monitor response rates and maintain accurate outreach performance records • Support lead generation efforts within the Ottawa real estate market (and expanding regions as needed) • Support LinkedIn content posting and engagement strategy • Publish organic content based on provided ideas, scripts, and short-form video materials • Assist in maintaining a consistent social media posting cadence • Support newsletter creation aligned with brand direction (BILDPRO initiatives or equivalent) • Use AI tools responsibly to improve output efficiency while maintaining an authentic brand voice • Manage and maintain CRM organization within GoHighLevel • Set up and optimize workflows, automations, and follow-up sequences • Ensure all website leads are properly integrated into GHL systems • Support creation and maintenance of email and newsletter automation • Assist in improving landing pages and basic funnel structures • Maintain data accuracy across all lead tracking systems • Coordinate with contractors such as plumbers, electricians, and service providers • Assist with personal or business property-related coordination tasks • Support general administrative duties and operational follow-ups • Assist with basic invoice entry or bookkeeping support (when structured processes are provided)

• Support property managers, real estate investors, and brokerage teams in operational management of properties and transactions • Manage property listings across MLS and related platforms • Communicate with tenants, buyers, or property stakeholders • Track real estate transactions from listing to closing • Coordinate with vendors for maintenance and property services • Maintain structured records for assigned properties • Assist in organizing property documents and general administrative tasks

• Manage complex calendars and coordinate meetings across multiple stakeholders and time zones • Schedule and reschedule appointments based on shifting priorities • Ensure executives are prepared for meetings with relevant context and materials • Track follow-ups and ensure commitments are actioned • Monitor and manage executive inboxes daily • Prioritize, organize, and flag important messages • Draft professional responses based on provided guidelines • Escalate urgent or sensitive communication when necessary • Track ongoing priorities, tasks, and internal initiatives • Ensure deadlines, deliverables, and follow-ups are organized and monitored • Maintain clarity across multiple moving projects • Prepare meeting agendas and supporting materials • Take structured meeting notes and document key decisions • Track action items and follow up on completion • Ensure accountability across stakeholders • Support communication between internal departments (operations, sales, marketing, finance, etc.) • Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required • Conduct research and prepare summaries for decision-making • Assist in organizing reports, documents, and internal files • Support ad hoc operational and strategic tasks as needed • Provide general high-level administrative assistance

• Assist in the execution of marketing campaigns across email, social media, web, and other channels • Ensure campaign assets are organized, scheduled, and deployed correctly • Support coordination of timelines, deliverables, and publishing schedules • Help maintain consistency across multi-channel campaigns • Schedule and publish content across social media platforms and marketing channels • Organize content calendars and ensure posting consistency • Repurpose existing content into platform-specific formats • Ensure all content aligns with provided brand guidelines and campaign direction • Assist in managing social media accounts across platforms • Schedule posts using tools such as Buffer, Hootsuite, Later, or similar • Monitor basic engagement and flag important interactions • Assist in setting up and scheduling email campaigns using platforms such as HubSpot, Mailchimp, or similar • Help organize marketing assets including images, copy, and templates • Ensure campaign materials are properly aligned before deployment • Support basic email list segmentation and updates • Assist in updating basic website content and landing pages • Ensure marketing pages reflect current campaigns and offers • Track campaign progress and assist in updating marketing timelines • Support basic reporting on content performance and engagement • Help organize marketing data and insights for internal review • Assist with research, list building, and campaign preparation • Support internal marketing organization and documentation

• Record and organize financial transactions in accounting systems or spreadsheets • Ensure all entries are accurate, complete, and properly categorized • Maintain up-to-date financial records across assigned systems • Assist in processing and tracking invoices and vendor payments • Track incoming payments and customer invoices • Assist in matching transactions with bank statements and records • Organize receipts, invoices, and financial documents • Assist in preparing basic financial summaries or reports

• Set up, maintain, and update CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms • Ensure pipelines, contacts, and deal stages are properly structured and organized • Build and maintain structured pipelines for leads, deals, and customer journeys • Ensure leads are properly tracked through each stage of the CRM • Update deal statuses and ensure accurate reporting visibility • Assist in building and maintaining basic automation workflows within CRM or connected tools • Oversee data integrity and reporting

• Respond to customer inquiries via email, chat, or messaging platforms • Provide accurate, timely, and professional responses based on client guidelines • Assist customers with questions, concerns, or service-related issues • Escalate complex or sensitive cases to the appropriate internal team • Manage customer support tickets using platforms such as Zendesk, Freshdesk, or similar systems • Track, update, and resolve support cases in a timely manner • Troubleshoot common customer issues based on provided processes • Maintain a professional and brand-aligned tone in all communications