Speaking Outreach & Administrative Assistant

I am an author, speaker, and business coach looking for a highly organized Virtual Assistant to help build and manage my speaking outreach and booking system.

My primary goal is to book speaking engagements, workshops, and events with professional associations, business groups, corporations, entrepreneur organizations, wellness organizations, yoga studios, bookstores, community organizations, and other groups.

I already use AI tools to conduct much of the research. I am not looking for someone to spend hours randomly searching the internet.

I need someone who can take the opportunities we find and make sure they are organized, contacted, followed up with, and never forgotten.

Your Main Responsibility
You will own the administrative side of my speaking outreach system.
Your job is simple:
Keep the speaking pipeline organized and moving every week.

What You Will Do

You will:
Review speaking opportunities generated through AI research.
Organize and clean prospect information.
Remove duplicate organizations and contacts.
Research missing information when necessary.
Identify the correct person responsible for speakers, events, education, programming, or workshops.
Find and verify names, titles, email addresses, websites, and phone numbers.
Maintain our master speaking prospect database.
Help determine which opportunities should receive priority.
Prepare personalized outreach using approved templates.
Send approved outreach email s.
Track every contact and response.
Make sure follow-ups happen on schedule.
Enter qualified opportunities into GoHighLevel.
Keep our GoHighLevel speaking pipeline current.
Schedule calls with interested organizations.
Immediately flag important opportunities that need my personal attention.
Keep speaking materials and documents organized in Google Drive.
Provide a short weekly report showing activity, responses, opportunities, and next actions.

Tools We Use

You should be comfortable with technology and preferably have experience with several of these:
Google Sheets
Google Drive
Gmail
GoHighLevel or another CRM
ChatGPT
Gemini
NotebookLM
AI research tools
You do not need to be an expert in every tool.
You do need to be comfortable learning new systems quickly.

Who I Am Looking For

I want someone who is:
Extremely organized.
Detail-oriented.
Reliable.
Comfortable working independently.
Strong in written English.
Good at internet research.
Comfortable working with spreadsheets and CRM systems.
Experienced with lead generation, outreach, appointment setting, or sales administration.
Comfortable using AI tools.
Able to follow a system without needing constant supervision.
Willing to take responsibility for making sure follow-ups do not get missed.
I especially want someone who notices problems and fixes them instead of waiting for me to discover them.

This Is NOT a General VA Position

Your focus is:
Speaking Outreach + Organization + CRM + Follow-Up.

Hours and Compensation
The position starts at:
10 hours per week
Up to $5 USD per hour
The initial engagement will be a 30-day paid trial.
If we work well together and the system grows, there may be an opportunity for additional responsibilities and hours in the future.

How I Will Measure Success

I care about results, not simply hours worked.
Success means:
Our prospect database stays clean and current.
New opportunities are processed every week.
Decision makers are identified.
Contact information is accurate.
Outreach gets sent consistently.
Follow-ups happen on time.
Responses are recorded.
Qualified opportunities are moved into our CRM.
No promising speaking opportunity gets forgotten.
I know exactly which people need my personal attention.

Paid Skills Test
Final candidates will be given a short paid skills test.
You will receive several organizations and be asked to:
Research each organization.
Identify the person most likely responsible for booking speakers or workshops.
Find their contact information.
Briefly explain why the organization could be a good speaking opportunity.
Organize everything clearly in a spreadsheet.
Recommend the next action.

I will evaluate your work based on:
Accuracy, organization, judgment, English, attention to detail, and resourcefulness.
How to Apply
Please answer ALL of the following:
Tell me briefly about yourself.
What experience do you have with lead generation, outreach, CRM management, or administrative support?
Which CRM systems have you used?
Have you used GoHighLevel?
How have you used ChatGPT, Gemini, or other AI tools in your work?
What is your experience with Google Sheets?
Give me one example of a database, sales pipeline, or outreach process you have managed.

Are you available for 10 hours per week?
Why do you think you would be good at managing this type of system?
Please begin your application with these exact words:
SPEAKING OUTREACH
If those words are not at the beginning of your application, I will assume you did not read the entire job description.
Please do not send me a generic application. I am looking for someone who wants to become the person responsible for keeping this system organized and moving forward.