Administrative Assistant

What You'll Be Supporting

• Manage and triage email + DM communications — keeping inboxes organized, responding to inquiries, and ensuring nothing gets lost or forgotten
• Handle billing and payment recovery — following up on declined payments, managing subscription issues, and keeping our payment systems running smoothly
• Post community engagement content — weekly goal-setting prompts, celebration posts, event reminders, and other scheduled communications in our Circle community
• Support grant program operations — applicant communications, tracking, and ensuring smooth execution of application cycles
• Schedule and coordinate internal communications — making sure reminders go out, deadlines are met, and the team knows what’s happening when
• Support chapter licensing operations as we roll out local chapters — helping to shape processes for onboarding new chapter leaders, maintaining brand standards, coordinating event submissions, and more
• Create and maintain systems that make recurring tasks repeatable and reliable — not just doing the work, but building the process so it runs smoothly every time

Responsibilities

• Manage and triage email + DM communications — keeping inboxes organized, responding to inquiries, and ensuring nothing gets lost or forgotten
• Handle billing and payment recovery — following up on declined payments, managing subscription issues, and keeping our payment systems running smoothly
• Post community engagement content — weekly goal-setting prompts, celebration posts, event reminders, and other scheduled communications in our Circle community
• Schedule and coordinate internal communications — making sure reminders go out, deadlines are met, and the team knows what’s happening when
• Support grant program operations — applicant communications, tracking, and ensuring smooth execution of application cycles
• Schedule and coordinate internal communications — making sure reminders go out, deadlines are met, and the team knows what’s happening when
• Support chapter licensing operations as we roll out local chapters — helping to shape processes for onboarding new chapter leaders, maintaining brand standards, coordinating event submissions, and more
• Create and maintain systems that make recurring tasks repeatable and reliable — not just doing the work, but building the process so it runs smoothly every time

Why Working at Visionaries is Amazeballs

• Full benefits package including health, dental, and vision insurance, plus the ability to add life and disability insurance
• 401(k) offered
• Full benefits package including health, dental, and vision insurance, plus the ability to add life and disability insurance
• 401(k) offered
• Full benefits package including health, dental, and vision insurance, plus the ability to add life and disability insurance
• 401(k) offered

Non-Negotiables

• 3-5 years minimum of administrative, operations, or coordinator experience — you’ve done this before and don’t need hand-holding
• Self-directed and proactive — you see what needs to be done and do it without being asked
• Impeccable attention to detail — nothing slips past you, and you double-check your own work
• Strong written communication skills without needing to us AI — clear, professional, and warm (most communication is async)
• Highly tech fluent — comfortable learning new tools quickly and troubleshooting when things break
• Radically honest and accountable — when you make a mistake, you own it immediately and fix it, and you overall embody the concept of unimpeachable character
• Easy going, collaborative, friendly demeanor, but allergic to mediocrity — if something’s worth doing, it’s worth doing right
• Thrives working independently while always meeting deadlines and exceeding expectations
• Unsurpassed Googling superpowers and the ability to take initiative and figure sh*t out on your own
• Massive brownie points for: Intermediate or above Spanish fluency, Experience in the online business or women entrepreneurship space, Familiarity with Circle, ThriveCart, Kit (ConvertKit), Slack, Google Workspace, Zapier, or similar tools, Experience with community management or membership programs, Comfort with light bookkeeping or payment platform management, Any experience supporting grant programs, event production, community operations, or awards programs