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November 11, 2024

Creating and Pitching Virtual Assistant Roles

The number one job type we see come through our website is for virtual assistants. These are folks that work remotely to manage multiple daily tasks that vary from place to place such as social media posts, scheduling meetings, or even doing bookkeeping. Because this job is so popular, we want to share some tips for companies looking to hire VAs on what to put in their job descriptions as well as some tips for job seekers hoping to become a VA.

For Companies

How to Write an Engaging Virtual Assistant Job Listing

An engaging job listing starts with a captivating headline that emphasizes the role and its remote nature. Provide a brief overview of your company, touching on its values to attract applicants who share similar ideals. Clearly outline the purpose and importance of the role within your organization, making it relatable and essential. Use straightforward language to ensure readability, employing bullet points to highlight key aspects. Specify the role’s primary tasks and responsibilities, making sure to cover day-to-day activities. Mention opportunities for growth or unique benefits that set your company apart. This approach will appeal to top talent looking for meaningful work.

Highlighting Essential Skills and Qualifications

To attract the best virtual assistant candidates, it’s crucial to detail the specific skills and qualifications needed for the role. Commonly, these include strong communication abilities, excellent time management, and proficiency with software tools like Microsoft Office or Google Workspace. For industry-specific positions, highlight relevant experience, such as familiarity with e-commerce platforms for online retail. Emphasize technical competencies along with soft skills, such as problem-solving and adaptability, to provide a comprehensive understanding of your expectations. Additionally, specify any advanced skills that might set candidates apart, like project management or social media expertise. This specificity helps ensure that you attract applicants who are well-suited to your company’s needs.

General Template for Listing VA Responsibilities

In general, you want to layout your information like this:

  • Job Intro: provide two to three sentences on what the job is about at your company.
  • Company Intro: from the job intro, flow into another sentence or two on what your company is and your values.
  • Job description: offer a more detailed job description with an overview of tasks; it is a good idea to provide bullet points here of what you need someone to do.
  • Skills: create a bullet point list of skills you want your ideal VA to have such as experience with project management software.
  • Final thoughts: include specific application instructions such as providing a portfolio.

For Job Seekers

Tips for Job Seekers Crafting a Standout VA Pitch

Research the company thoroughly and customize your pitch to reflect its unique values and requirements. Start by highlighting your most relevant experience and skills, using concrete examples of past successes. For instance, if the company values efficiency, mention how you streamlined processes or improved productivity in previous roles. Show that you understand the company’s specific challenges and offer actionable solutions based on your expertise. Keep your pitch concise, focusing on the most impactful aspects of your background. Demonstrate your ability to adapt and learn quickly, which is essential for virtual assistants in a dynamic work environment. Use clear, professional language and maintain a confident tone to convey your competence and enthusiasm for the role. Use bullet points to keep it readable and concise.

For your cover letter, personalization is key. Start with a tailored introduction that addresses the hiring manager by name and references the specific role you’re applying for. Highlight your most relevant skills and experiences that align with the job description. Use specific examples to demonstrate your capabilities, such as “I successfully coordinated schedules for a team of 15 remote employees, resulting in a 20% increase in productivity.” Address the key requirements mentioned in the job listing and elaborate on how you meet or exceed them. 

Additionally, ensure that your resume and cover letter are visually appealing. Use a clean, professional layout with consistent formatting. Proofread carefully to avoid any grammatical errors or typos, as attention to detail is crucial for a virtual assistant role.

Examples of Successful VA Pitches and Listings

A job listing might stand out with a headline like “Seeking a Proactive Virtual Assistant for Dynamic Tech Company.” Follow this with a brief introduction about the company’s mission and culture, such as, “We are a forward-thinking tech startup dedicated to innovation and customer satisfaction.” The listing should then outline key responsibilities, like managing emails, coordinating schedules, and providing customer support, using bullet points for clarity. 

On the other hand, a successful VA pitch could start with, “As a dedicated virtual assistant with over five years of experience, I excel at optimizing workflows and boosting team efficiency.” The candidate should then provide specific examples tailored to the prospective employer’s needs. For instance, “In my previous role at XYZ Corp, I managed a team calendar, resulting in a 15% reduction in meeting overlaps.” Highlighting skills such as proficiency with project management tools or experience in social media management can also be beneficial.

For added impact, both the job listing and the VA pitch should incorporate the company’s values and specific challenges. By aligning the candidate’s strengths with the company’s needs, you create a compelling narrative that resonates with potential employers or applicants. This approach not only attracts top talent but also ensures a good match between the company and the virtual assistant.

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May 9, 2024

Attract the Best Candidates with these Job Post Tips for Small Businesses

As a small business owner, finding the right employees can be a daunting task. With the rise of online job boards and social media platforms, the competition for top talent is fiercer than ever. However, it’s not just about attracting candidates, but also ensuring that your job posts are legitimate and authentic.

Communicate Your Business Values

By clearly stating your company’s mission, vision, and values, you can differentiate your business from others and attract candidates who align with your principles. Use your job posting as an opportunity to showcase what your business stands for and how it operates. Highlight any unique benefits or initiatives that set your company apart. This transparency will not only attract candidates who share your values but also help weed out those who may not be a good fit. You can even provide some social proof from current employees through testimonials of what it is like to work at your business. Remember, candidates are looking for more than just a job – they want to be a part of something meaningful. 

Use Professional Language and Format

Avoid using overly casual or slang terms and opt for clear and concise language that conveys professionalism. Use proper grammar, spelling, and punctuation to demonstrate attention to detail. Structure your job postings in a clean and organized format, using bullet points or subheadings to make information easy to read and understand. Avoid excessive use of jargon or industry-specific terms that may confuse applicants. Remember, the way you present your job posting reflects your business’s image and reputation, so take the time to ensure it is professional and polished. If you need help writing a job description, our Small Business Concierge Service can help!

Be Transparent About Salary and Benefits

Candidates want to know what they can expect in terms of compensation and perks before they invest time and effort into the application process. So, be upfront about what you have to offer. Clearly state the salary range and any additional benefits, such as insurance, perks, training or flexible work options. This will not only help candidates determine if the position aligns with their expectations but also demonstrate your commitment to fair and equitable compensation.

Provide Contact Details and Application Process

One of the most frustrating experiences for job seekers is coming across a job posting without any contact information or clear instructions. As a small business owner, you want to make it as easy as possible for qualified candidates to reach out to you and submit their applications. Provide your contact details, such as an email address or phone number, so that candidates can easily get in touch with any questions or to submit their resumes. Additionally, clearly outline the application process, whether it’s through an online form, email, or some other method. By providing clear contact details and an easy-to-follow application process, you’ll not only make a good impression on potential candidates, but you’ll also increase the chances of attracting qualified applicants.

Actively Engage with Applicants

Don’t just sit back and wait for resumes to come in – take a proactive approach in your hiring process. Respond promptly to inquiries and applications, acknowledging receipt and providing a timeline for next steps. Ask thoughtful and relevant questions to gain further insight into candidates’ skills and experiences. Schedule interviews in a timely manner and keep candidates informed throughout the process. Provide feedback and updates, even if it’s to let them know they didn’t make it to the next round. Many applicants are dealing with the frustration of being ghosted during the hiring process (for those that are not familiar with “ghosting”, this is when a candidate interacts with a company and at some point of the process, the candidate never hears back from the company even after following up). Some open positions may receive hundreds of applications which can make it difficult to respond to everyone, but you can set up automations to inform candidates of what is happening within the process so that they know where they stand with your company.

If you feel a little uncertain about the whole hiring process, then check out our self-paced online course Hiring Made Easy where you can learn from industry experts how to craft the perfect job description, what steps you should go through when hiring, what salary you should offer, and more.

 

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May 9, 2024

Ensuring the Best Fit as a Job Seeker or Business Owner

 

Occasionally, both job seekers and employers jump into things a little too quickly — normally for similar reasons. Job seekers might be looking for a position as soon as possible, and employers are looking to fill empty spots as soon as possible. However, jumping on the very first thing that comes along for both parties can have some not-so-great consequences down the line. It is important that you find the right fit. There may be times where you’re just not certain whether or not a new position or employee is the best option, which is why it’s important to consider the following factors:

For Job Seekers, Identify Your Ideal Work Environment

When we say work environment, we aren’t talking about your home office setup. Instead, we mean that you need to consider what it is that makes a job great for you. Discovering your optimal remote work environment is a pivotal step in your job-seeking journey. Begin by reflecting on your work habits and preferences. Do you flourish with structured schedules, or are you seeking the flexibility to design your own day? 

Evaluate your ideal level of interaction with colleagues: Do you prefer a tightly knit team dynamic, or are you more productive with minimal oversight? Assessing these elements enables you to target positions that complement your personal working style. Additionally, delve into the company’s remote culture by examining its communication tools, team engagement practices, and support for remote employees. Seeking feedback from current or former employees can also provide invaluable insights into the day-to-day realities of remote work within the organization. 

Additionally, take time to write down a spectrum of how you view work, what are your favorite tasks and which ones are your least favorite that you never want to do again? This can also help refine your search to find something you enjoy doing. Keep in mind, you won’t absolutely love every aspect of your job. Maybe data entry isn’t your favorite, but you still have to enter your hours worked and what you did. As long as you love the other parts of your job, that can still be a good fit. It’s important to understand your work boundaries.

For Businesses, Craft the Perfect Job Description

How do you know what to look for in a job candidate? Start with the job description. It’s the first point of contact between your business and potential talent, making it essential to detail not just the role’s responsibilities but also the personality and skills ideal for your remote work culture. It also helps you focus your wants and needs.

Start by creating a list of everything your business needs help with. Separate these into categories — social media posts would fall under marketing, entering payables would fall under bookkeeping, and so on. From there, write down everything a person would do in a singular position; if you need someone to help with social media posts as a marketer, what do you expect them to do? Do they create a calendar? Create posts? Or do they just reply to comments?  This might sound time consuming, but it’s important to define the role so you know what you want and you can communicate what you expect to potential candidates. Once you have the role defined, it’s time to put it all together in a job description.

Emphasize the soft skills crucial for remote efficiency — like self-motivation, time management, and digital communication proficiency. Be explicit about what remote work at your company entails, including expectations around availability, digital proficiency, and any specific tools or platforms used regularly. Illustrate your company’s ethos and how it translates into a remote setting to attract individuals who resonate with your values and work style. This clarity not only attracts applicants who are more likely to be a good fit but also sets the stage for a transparent and productive relationship from the outset. Remember, the goal is not just to fill a vacancy but to integrate a new member who will thrive and contribute to the collective success of a remote team.

The Interview Process: Going Beyond the Resume

The interview process is where both parties merge what they are looking for; this time is for both job seekers and employers to ask questions. It is a good idea for everyone to show up with a list of questions. 

For job seekers, pull from the list you made of what you want to do in a position. Ask the company to paint a picture of what your day to day schedule will look like. Follow up on any vague areas in the job post that you noticed. Don’t be afraid to jump in at any point and ask questions. The more you know, the easier it will be for you to decide whether or not this position is a good fit for you.

For employers, arrive with a list of questions tailored to the specific candidate you are meeting with; ask them about past positions listed on their resume and follow up on areas in the cover letter that interested you. It’s always good to have a set framework of questions such as posing a particular issue your company has encountered and ask the candidates how they would tackle it. However, to best understand if this candidate will fit with your company, you need to make sure you’re asking them specific questions about their experiences.

Overall, the interview stage is a critical juncture where deeper insights into mutual compatibility emerge. For job seekers, this is your opportunity to illuminate your soft skills, demonstrate how you navigate challenges, and highlight your proficiency in a remote work setup. For businesses, the interview offers a window into a candidate’s adaptability, communication prowess, and ability to independently manage tasks. By prioritizing these interactions, both parties can gauge the potential for a successful and fulfilling professional relationship in a remote context.

Do you have tips to share on how to decide if something is a good fit for you? Share it with us and we will feature it in an upcoming blog!

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April 9, 2024

Increase Your Odds of Landing the Job with Advice from HMM Employers

We recently sat down with some of the lovely businesses who list open positions with us. We asked for feedback, and the number one thing we heard back from companies is that they are turning away applicants because the submitted application materials do not match what the listing has requested. For example, the job post might ask for applicants to explain their history with managing schedules, but companies are receiving generic cover letters that do not address the question at all. 

We know there can be frustration on both sides of the process, with job seekers feeling anxious that companies are not accepting their applications to businesses feeling overwhelmed with all the submissions they are receiving.

With this in mind, here are some tips straight from our businesses to help job seekers land that position:

The Importance of Reading the Job Listing Thoroughly AND Submitting Requested Information

Merely glossing over a job listing and ticking off the requirements is not sufficient in today’s competitive job market. A meticulous reading of the job listing empowers you to mold your application to mirror the particular expectations and necessities stipulated by the employer. It’s an avenue to display your knack for detail, a characteristic which employers greatly appreciate. 

Steps to the Job Seeking Process:

  1. Scan through job listings and find one that seems interesting. If you want to apply to multiple, save the job posting or copy the links to each job posting in a note.
  2. Once you have the ones you want to apply for, make sure to carefully read them. Spend a bit of time researching the company as well to make sure it is a good fit for you.
  3. Now it’s time to get your application materials together! Tailor your cover letter and résumé for each listing. Some companies use AI to sort through initial applications, so it is important to have keywords from the listing included in your materials. This is also your time to shine and showcase how you will be a best fit for that specific company — use it to your advantage!
  4. Once your materials are together, read through the listing one more time and make note of anything specific requested. Double check your cover letter and resume to be sure you included everything — this is also good just to verify you don’t have any grammatical errors or anything as well.
  5. Then it’s time to submit your materials!

It might feel time consuming to update your materials each time, but employers can easily pick out generic applications that have been submitted multiple places. Remember, you do not need to re-write your entire cover letter and resume. Create a template for yourself! On your resume, list your specific workplaces, but leave a section open to list skills you’ve acquired so you can focus on the ones the company needs. For your cover letter, you can have a few sentences introducing yourself and why you are looking for a job that remains the same for each letter, but be sure to have a section or two that you customize each time expressing why you align with the job / company, why you are a great fit for the job and how how your work history will benefit this new company.

If you are following all the directions but are not hearing back from companies, work with one of our HR experts to review your materials!

 

 

 

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January 9, 2024

How to Stay Focused on Your Goals When the Job Search is Silent

Job searching can be a roller coaster of emotions. There is the excitement of submitting your resume, anticipation of the interview, and joy at getting the job offer. But there can also be a lot of discouragement along the way. If you’re not getting called back for interviews or hired, it can be difficult to stay motivated and focused on your goals. We encourage all companies to update everyone that has reached out, but unfortunately many are not able to with as many applicants as they receive. When you find yourself on the other side of those silent application submissions, here are some tips on what you can do to stay motivated:

Don’t Take it Personally: Remembering It’s a Numbers Game

Receiving rejections or not getting call backs can feel personal, but it’s important to remember that the job search is often a numbers game. There are usually multiple applicants for each position, and the hiring process can be subjective. Don’t let it affect your self-esteem or discourage you from pursuing other opportunities. Focus on what you can control, such as continuously improving your skills and application materials, and trust that the right opportunity will come along.

Keeping Motivated: Surrounding Yourself with Positivity

When facing the discouragement of not getting call backs or job offers, it’s important to surround yourself with positivity. Seek support from friends, family, or mentors who can provide encouragement and remind you of your strengths. Engage in activities that uplift your mood, such as exercise, hobbies, or spending time with loved ones. Surrounding yourself with positive energy can help you maintain a hopeful mindset and keep you motivated to pursue your goals.

Refining Your Skills: Continuously Learning and Improving

In order to increase your chances of getting called back for interviews and ultimately finding the right job, it’s important to continually refine and improve your skills. Take advantage of online courses, workshops, and networking events to expand your knowledge and stay up to date with industry trends like our self-paced course Cultivate. Seek feedback from professionals in your field and use it as an opportunity to identify areas for growth. By actively working on your skills, you not only enhance your qualifications but also demonstrate your dedication and commitment to potential employers.

Your Resume, Cover Letter and Networking Plan

After experiencing a lack of call backs, it may be necessary to reassess your job search strategy. Take a closer look at your resume and cover letter to ensure they are tailored to each position and highlight your relevant skills and experience. Consider seeking feedback from professionals on our HR team when you use our jobseeker training services. Additionally, evaluate your networking efforts and make any necessary adjustments to expand your professional connections and increase your visibility in the job market.

Embracing Patience: Understanding Success Takes Time

Finding the right job takes time and patience. It’s important to remember that success in the job search doesn’t happen overnight. Each application and interview is an opportunity to learn and grow, even if it doesn’t result in immediate success. Trust in the process and understand that your perfect job may require persistence and perseverance. Embrace the journey and keep pushing forward, knowing that with time, the right opportunity will come your way.

Already found your dream job? Share some tips for your fellow moms who are in the hiring journey right now.

 

 

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June 5, 2023

I Never Hear Back After Applying for a Job…What Now?

Finding the perfect job listing can be very exciting. You send in your application materials and anxiously await news about the next step…but then you don’t hear anything. What does that mean? And is there anything you can do to get a response? These are the number one questions we hear from jobseekers, and we are here to answer them for you:

Why has the company not responded to my application materials?

Unfortunately, some companies choose not to respond at all if an applicant is not who they are looking for. While we work with every business and encourage them to be communicative with all applicants, they may still choose not to reach out. We know that many jobseekers wonder why this happens, and so we asked the companies themselves that provided these responses:

  • Many applicants do not have all the qualifications the company is looking for, so they choose to pass. 
  • Some application materials do not fully explain why the candidate is qualified for the position, so they choose to pass.
  • Companies find their dream candidate, but do not have the time to let all applicants know that the position is filled — businesses have told us that oftentimes when they do this, many of the applicants ask why they were not chosen, which takes more time for the busy business owners to respond to and get into conversations with applicants.

I sent in an application and have never heard back…what do I do?

Unlike mega job sites that do not allow you to reach out to companies, we highly encourage you to reach out to the businesses to check on the status of your application (unless they have posted not to do so in their job listing). Sometimes this will prompt companies to update you. Others may still not respond, at which time we encourage you to apply to another listing. Additionally, be sure to ask questions if you make it to an interview — ask for specifics about when the company plans to get back to candidates and what you can do to follow up if you have not heard back.

What do I do if no company has ever gotten back to me on my applications?

If you have applied to multiple listings, but have never heard back, it might be time to take a closer look at what each company is asking for in a candidate. No business ever expects to find someone with every skill they are seeking, but they normally search for someone with at least 75% of the skills listed on the post. Are you applying to listings where you only meet one or two of the qualifications? Some positions can sound fun, interesting, and new, but unless a company mentions that skill level does not matter, it is better to apply to positions that match your skill set. Companies have told us that they tend to not respond to applicants that do not closely match their job listing qualifications.

If you are applying to places that closely match your skill set, then it might be time to take a closer look at your application materials. For your résumé, hiring managers need to be able to quickly glance at it and be able to easily understand it. Sometimes it can be tempting to list every position and every software you have ever used, but companies find that overwhelming and hard to decipher amongst all the candidates. Use bullet points, and tailor your résumé for each job you apply for so that only the most important information is highlighted. For cover letters, this is your chance to explain why your skills are a good match for the company. Pick your top two or three strengths and explain your experience in those and how they fit with what the company is searching for — make sure to use the same keywords in the cover letter that were used in the job description. 

Why are companies reaching out to me but not hiring me?

Some businesses do send out a notification once they have filled the position. It can be tempting to reach out to companies to ask for feedback, but most of them have told us they simply do not have time to provide it to every single applicant that applied. Instead of directly asking the company, you can always talk to our team — they are more than happy to provide feedback on your application materials to try and pinpoint why a company went a different direction.

If you have reviewed this information and still find yourself struggling, consider our Cultivate Course or our Job Seeker Services that can help. These resources will give you the additional edge you may need to get hired!

Do you have other questions that we did not address? Reach out and ask! We would also love to hear other job seeker’s tips and tricks that they have found most helpful when applying for remote positions.

 

 

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