ScaleSource

Manager

• Build and manage courses inside Skool
• Organize modules and curriculum
• Upload recordings within 48 hours
• Improve onboarding flows
• Maintain clean course structure
• Track engagement and retention
• Keep the backend tight and world-class
• Manage inbound email + LinkedIn DMs
• Respond within 24 hours
• Coordinate scheduling + follow-ups
• Track renewals and retention
• Conduct proactive check-ins
• Keep CRM spotless
• Execute outbound campaigns (large distribution email campaigns, LinkedIn outreach sequences, cold calls)
• Track conversion metrics
• Support list growth initiatives
• Manage Social Media posting calendar
• Post content consistently
• Respond to comments & DMs
• Help support launches
• Trim videos
• Upload clips
• Create simple Canva graphics
• Organize content assets

Practice Manager, Client Experience Lead

Recruitment

• Actively source and hunt candidate profiles using LinkedIn, job boards, databases, referrals, and alternative sourcing channels.
• Conduct resume reviews and initial pre-screening to validate experience, English level, availability, time zone alignment, and basic role fit.
• Filter inbound applicants and maintain clean, organized pipelines inside the ATS.
• Build and refresh talent pools for recurring and high-volume roles.
• Publish job openings across approved platforms following a quarterly publishing calendar with defined activity and content goals.
• Perform accurate data entry, tagging, and documentation of candidate profiles, notes, and sourcing sources in the ATS.
• Identify duplicates, outdated profiles, and unqualified candidates to maintain data hygiene.
• Collaborate closely with Recruiters to understand role priorities and sourcing needs.
• Share sourcing insights such as candidate availability, market challenges, and talent trends when relevant.
• Support ad-hoc sourcing projects during hiring spikes or urgent requests.

Talent Sourcer – Junior

Operations

• Respond to customer inquiries via phone, email, and messaging platforms
• Provide clear and professional responses regarding services, pricing, and scheduling
• Assist customers in booking appointments or consultations
• Follow provided scripts to qualify potential customers
• Collect required information and ensure correct lead qualification
• Route qualified prospects to sales teams
• Schedule and coordinate appointments efficiently
• Manage calendars and appointment logistics
• Communicate schedules with both customers and sales teams
• Provide administrative assistance to sales representatives
• Follow up internally to ensure appointments and sales tasks are completed
• Monitor pending tasks assigned to sales staff
• Send reminders and follow up on overdue actions
• Support teams in maintaining accountability and deadlines
• Track daily operational activities and team follow-ups
• Assist in logistics coordination and operational planning
• Help ensure smooth execution of field operations and appointments
• Contact closed clients to request reviews and feedback
• Provide instructions for leaving reviews on platforms
• Follow up when necessary to increase review completion
• Assist with QuickBooks Online and operational data entry tasks
• Maintain accurate records across systems

Office Assistant – Executive, Operations Support

Customer Support

• Serve as the main point of contact for drivers via real-time chat and support channels
• Provide professional, timely, and clear assistance
• Help drivers resolve operational issues during active deliveries
• Troubleshoot issues in real time
• Escalate complex issues quickly when necessary
• Ensure drivers remain confident and supported
• Maintain accurate records of interactions and incidents
• Log notes and updates to ensure operational continuity
• Work closely with internal operations teams
• Support a collaborative environment during peak demand periods

Customer Support Specialist – Driver Communications

Executive Assistant

• Manage personal and business calendar
• Protect focus time
• Coordinate meetings across time zones
• Ensure follow-ups happen
• Review incoming emails daily
• Keep inboxes organized and structured
• Draft replies in the founder’s voice
• Escalate what matters and close loops fast
• Handle inbound calls and messaging
• Manage personal social media profiles
• Track DMs and follow-ups
• Execute family and team culture calendar (birthdays, anniversaries, key dates, gifts, reminders)
• Manage tools, access, subscriptions, renewals
• Coordinate basic troubleshooting
• Use AI tools to move faster
• Create simple SOPs and documentation
• Manage vehicles and properties
• Track utilities, vendors, maintenance schedules
• Monitor insurance and renewals
• Negotiate vendors and manage relationships
• Plan travel and build clean itineraries
• Support events and handle last-minute changes
• Support Summer with coordination, scheduling, vendor calls, research, and follow-up

Executive Assistant – Senior Level

• Manage personal and business calendar with strong prioritization and protection of focus time
• Coordinate meetings across time zones, confirm details, prep agendas/briefs, and ensure follow-ups happen
• Review incoming emails daily and keep inboxes organized (labels, rules, triage)
• Draft replies in the executive’s voice, escalate urgent items, and close loops
• Handle inbound calls and messaging (screen, route, respond, and document next steps)
• Manage personal social media profiles and inbound messages (DMs/comments)
• Track conversations and ensure follow-ups are not missed
• Execute the 'culture calendar' for the family and team members (birthdays, anniversaries, holidays, gifts, key moments)
• Keep reminders and planning organized so nothing is last-minute
• Help manage the team’s tech stack (accounts, permissions, subscriptions, renewals)
• Basic troubleshooting and coordination with vendors/support
• Use AI tools to accelerate drafting, summarizing, research, and SOP creation
• Manage personal vehicles and properties: utilities, vendor sourcing/management, scheduling maintenance
• Track insurance policies, renewals, and key documents
• Own vendor relationships and negotiate pricing/terms where possible
• Plan and book travel, build clean itineraries, handle changes quickly
• Support events and in-person meetings as needed
• Support Spouse with various tasks as needed (coordination, research, scheduling, vendor calls, follow-ups)

Senior Executive and Personal Assistant to Founder – US Hours, Travel

• Prepare clients and Implementers for Quarterlies, Annuals, Focus Days, and 90-Minute Meetings
• Coordinate logistics including meeting rooms, Zoom sessions, agendas, and materials
• Book travel, hotels, flights, and meeting spaces when required
• Manage preparation checklists and post-session follow-ups
• Maintain and update CRM daily with contacts, deals, notes, and follow-ups
• Track prospects, sessions, and next actions accurately
• Ensure no opportunities or commitments are missed
• Support outbound outreach initiatives led by the EOS Implementer
• Send LinkedIn and email outreach messages and assist with light calling when required
• Track outreach activity and assist in booking discovery meetings
• Maintain organized outreach records and responses
• Assist in scheduling and publishing social media content
• Help repurpose EOS content for client engagement
• Coordinate with marketing or creative partners as needed
• Manage calendars, scheduling, and inbox coordination
• Track priorities, deadlines, and action items
• Support operational and special projects as requested

• Respond promptly to customer inquiries via phone, email, and text
• Provide accurate information about services, pricing, and next steps
• Assist customers with appointment scheduling and service coordination
• Follow qualification scripts to determine service fit and gather client details
• Coordinate appointments efficiently using calendar management tools
• Communicate appointment details to customers and sales teams
• Contact completed clients to request feedback and online reviews
• Provide administrative assistance to sales staff and leadership
• Track task completion and appointment progress
• Follow up with team members to ensure deadlines and commitments are met
• Support internal coordination and workflow organization

Office Assistant – Customer Service, Executive Support

• Prepare EOS Implementer and clients for Quarterlies, Annuals, Focus Days, and 90-Minute Meetings
• Coordinate meeting logistics (rooms, Zoom links, agendas, materials)
• Book travel, hotels, flights, and meeting space as needed
• Manage session prep checklists and post-session follow-ups
• Maintain and update the EOS CRM daily (contacts, notes, deals, follow-ups)
• Track prospects, clients, sessions, and next actions accurately
• Ensure no opportunities fall through the cracks
• Support the EOS Implementer’s 4-2-1 VTH outbound process
• Send LinkedIn messages, emails, and assist with light calling as directed
• Track outreach activity and help book 90-Minute Meetings
• Maintain clean records of all outreach and responses
• Assist with scheduling and posting social media content
• Help repurpose EOS content (posts, updates, follow-ups)
• Coordinate with creative or marketing team members as needed
• Manage calendars, scheduling, and inbox coordination
• Track to-dos, deadlines, and priorities
• Support ad-hoc projects and requests from the EOS Implementer

EOS Virtual Assistant

• Handle inbound customer inquiries via phone, email, and text
• Provide service, pricing, and appointment information
• Schedule consultations and installation appointments
• Qualify potential clients using provided scripts
• Request customer feedback and reviews after project completion
• Support sales staff with scheduling and follow-ups
• Track tasks and appointment completion
• Maintain calendars and customer records
• Assist in internal coordination and administrative tasks

Office Assistant – Customer Service, Administrative Support

Project Manager

• Manage full project lifecycle from sale to completion
• Coordinate scheduling, crews, and material delivery
• Maintain accurate records across operational systems
• Provide proactive communication with customers
• Resolve scheduling and operational challenges
• Confirm completion and support payment collection

Project Coordinator – PM

• Manage inbound and outbound calls
• Convert inquiries into enrolled students
• Provide program, pricing, and scheduling information
• Manage bookings, reschedules, and cancellations
• Follow up with leads and enrolled families
• Maintain CRM and student records
• Coordinate scheduling between families and instructors
• Assist with reporting and tracking tasks
• Provide administrative support to management
• Support social media coordination if required

Virtual Assistant – Customer Service, Administrative Support

Controller

• Reconcile historical transactions for multiple entities (2023–2025 YTD)
• Reconcile bank + credit card accounts
• Ensure accurate categorization of all transactions
• Produce audit-ready Balance Sheet and P&L
• Maintain clean AP/AR aging reports
• Sync customer records between CRM and QuickBooks (when applicable)
• Confirm reconciliation completion with leadership before closing each entity
• Weekly reconciliations across all assigned businesses
• Weekly reporting package including:
• - Summary of income/expenses vs prior period
• - AP/AR aging and due dates
• - Trend flags (unexpected spend, missed income, anomalies)
• Monthly financial statements:
• - P&L, Balance Sheet, Cash Flow
• - Budget vs Actual analysis
• - Savings opportunities and performance insights

ScaleSource

Practice Manager, Client Experience Lead

Talent Sourcer – Junior

Office Assistant – Executive, Operations Support

Customer Support Specialist – Driver Communications

Executive Assistant – Senior Level

Senior Executive and Personal Assistant to Founder – US Hours, Travel

Executive Assistant

Office Assistant – Customer Service, Executive Support

EOS Virtual Assistant

Office Assistant – Customer Service, Administrative Support

Project Coordinator – PM

Virtual Assistant – Customer Service, Administrative Support

Bookkeeper, Financial Controller

Talent Sourcer – Junior

Talent Sourcer – Junior, Africa, Asia