Virtual Assistant / Chief of Staff Position

I run a successful consulting practice specializing in RevOps As the business has scaled, I am looking to bring on a detail-oriented Virtual Assistant/Chief of Staff to help streamline operations and support continued growth.

Role Overview
We're looking for a tech-savvy Virtual Assistant to manage day-to-day operations, establish efficient processes, and provide comprehensive administrative support. The ideal candidate will be comfortable with modern tools, including AI, and have some understanding of German language and culture.
Key Responsibilities

Manage project timelines, deliverables, and documentation using tools like ClickUp/Asana
Handle administrative tasks including inbox management, scheduling, and coordination
Create and maintain client onboarding documents and processes
Prepare and send client proposals and invoices
Assist with German documentation and bureaucratic processes
Build and optimize operational workflows and processes
Coordinate with clients and team members across different time zones

Required Skills & Qualifications

Proven experience as a Virtual Assistant or similar administrative role
Strong proficiency with project management tools (ClickUp, Asana)
Comfortable using AI tools like ChatGPT and Claude
Excellent organizational and process-building skills
Strong written and verbal communication skills
Ability to work independently and take initiative
Experience with document preparation and management
Comfortable working during European business hours

Preferred Qualifications

Basic German language skills or willingness to use translation tools
Understanding of German business culture and bureaucratic processes
Experience in consulting or tech industry
Background in operations or project management
Experience with process documentation and optimization

Application Challenge
Along with your application, please answer this scenario (maximum 250 words):

Quick Challenge
You are starting your first week as a Virtual Assistant. You notice there are:

45 unread emails in the inbox
3 client proposals that need to be sent out
Several scattered documents about client onboarding processes
Multiple upcoming client meetings that need to be scheduled

Tell me:

What would be your first steps to handle this situation?
How would you organize and prioritize these tasks?
What systems would you implement to prevent similar backlogs in the future?

Please include the code word "Organized2024" somewhere in your application to show you've read the entire posting.