Career, Outreach & Business Operations Assistant

Virtual Executive Assistant — Career, Outreach & Business Operations

Position Overview

I am looking for a highly organized, resourceful, AI-savvy Virtual Executive Assistant to help manage my job search, professional networking, follow-ups, calendar, personal priorities, and business-related scheduling.

This is not a basic administrative VA position.

I need someone who can take ownership of ongoing tasks, conduct independent research, use AI effectively, pay close attention to details, identify problems before I notice them, and help make sure my professional and personal commitments stay organized.

A major part of this position will involve managing my job-search process from beginning to end.

Primary Responsibilities

1. Job Research

Find relevant employment opportunities for me every business day using:

• My resume and professional background
• ChatGPT/AI
• ----------
• LinkedIn
• Indeed
• Company career pages
• Other reputable job platforms

Primary target roles include:

• Sales Development Representative — SDR
• Business Development Representative — BDR
• Account Executive — AE
• Sales Representative
• Business Development
• Partnerships
• Creator/Influencer Partnerships
• E-commerce sales
• Social commerce/TikTok Shop-related sales

Priority industries include:

• Music
• Music technology
• Influencer marketing
• Creator economy
• TikTok/social commerce
• E-commerce
• Artificial intelligence
• SaaS
• Healthcare
• Medical technology
• Food delivery
• Logistics/delivery technology
• B2B services
• B2C services

Job Qualification Criteria

Prioritize positions that are:

• Entry-level
• No experience required
• Training provided
• Sales trainee programs
• New graduate/early career friendly
• 0–2 years of required sales experience
• Open to transferable experience
• Remote, hybrid, or geographically relevant to me

Do NOT blindly apply to jobs simply to meet an application quota.

Every opportunity should first be checked against my qualifications and career goals.

Target: approximately 10 qualified applications per business day / 50 per week when enough suitable opportunities are available.

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2. Resume Tailoring

Before submitting applications:

1. Read the complete job description.
2. Compare the position against my master resume.
3. Identify discrepancies, missing information, weak wording, or potential conflicts.
4. Identify the most important skills, responsibilities, keywords, and qualifications from the job posting.
5. Use my established AI resume formula/process to determine appropriate changes.
6. Manually edit the resume using my existing Google Docs resume template.
7. Preserve the formatting and structure of the template.
8. Verify every statement for accuracy.
9. Never invent experience, accomplishments, companies, credentials, dates, or skills.
10. Proofread the finished resume before submitting it.

Each significant opportunity should receive an appropriately tailored resume rather than sending the exact same generic resume everywhere.

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3. Job Applications

Manage the application process from beginning to end.

Responsibilities include:

• Completing applications
• Uploading the correct tailored resume
• Completing standard screening questions
• Maintaining accurate applicant information
• Saving job descriptions when necessary
• Recording application confirmation
• Tracking next steps
• Monitoring deadlines
• Preventing duplicate applications

Approximately 10 qualified applications should be completed per business day.

Applications requiring unusual legal declarations, salary commitments, assessments, recorded video responses, lengthy personality tests, contracts, or information that has not already been authorized should be flagged for me rather than guessed.

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4. Application Tracking

Maintain a master Job Search Tracker.

Each application should include:

• Company
• Position
• Industry
• Location
• Remote/hybrid/on-site
• Salary or compensation range
• Job URL
• Source
• Date discovered
• Date applied
• Resume version used
• Application status
• Recruiter/hiring manager
• Contact information
• Follow-up date
• Interview date
• Interview stage
• Next action
• Notes
• Rejection/offer status

Application stages should be standardized, such as:

Found → Reviewed → Approved → Resume Tailored → Applied → Follow-Up Due → Recruiter Contact → Interview → Final Interview → Offer / Rejected / Closed

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5. Follow-Ups

Do not allow submitted applications to simply disappear after submission.

Create and maintain a follow-up system.

Examples:

• Initial recruiter/hiring manager outreach
• Application follow-up
• Interview thank-you
• Interview follow-up
• Networking follow-up
• Mentorship follow-up
• Meeting follow-up

Track when each follow-up should happen and alert me when my involvement is required.

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6. Professional Networking & Mentorship

Regularly research professionals I could learn from or build relationships with.

Priority industries include:

• E-commerce
• TikTok Shop/social commerce
• Influencer marketing
• Creator management
• Music business
• Artist management
• Music marketing
• Sales
• Business development
• AI
• Entrepreneurship
• Partnerships

Potential contacts may include:

• Executives
• Founders
• Directors
• Managers
• Experienced operators
• Sales leaders
• E-commerce professionals
• Creator managers
• Music executives
• Industry consultants

The objective is relationship building and mentorship—not mass spam.

For each strong contact:

1. Research their background.
2. Determine why the person is relevant to my goals.
3. Identify a legitimate point of connection.
4. Draft a personalized outreach message.
5. Track the outreach.
6. Schedule an appropriate follow-up.
7. Record responses and meetings.

Quality is more important than sending hundreds of generic messages.

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7. Calendar & Schedule Management

Help manage my:

• Interviews
• Professional meetings
• Mentorship calls
• Business meetings
• Appointments
• Personal commitments
• Work obligations
• Deadlines
• Follow-ups
• Projects

Before adding or recommending a commitment, check my existing schedule.

The goal is not to fill every available hour.

My schedule should remain realistic and sustainable.

Consider:

• Travel time
• Preparation time
• Work commitments
• Business responsibilities
• Personal obligations
• Meals
• Sleep
• Recovery time
• Transition time between meetings
• Existing priorities

Flag scheduling conflicts before they become a problem.

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8. Daily Executive Summary

At the end of each workday, send me a concise executive summary containing:

Applications

• Jobs found
• Jobs applied to
• Companies
• Positions
• Important opportunities requiring my attention

Follow-Ups

• Follow-ups completed
• Follow-ups due tomorrow
• Responses received

Networking

• Professionals researched
• Outreach sent
• Responses
• Meetings scheduled

Calendar

• Tomorrow's appointments
• Interviews
• Meetings
• Deadlines

Action Required From Me

Clearly identify anything that requires my personal involvement.

Example:

ACTION REQUIRED

1. Complete assessment for Company A.
2. Review interview invitation from Company B.
3. Approve outreach message to executive at Company C.

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9. Weekly Executive Check-In

At the beginning of each week, ask:

"What are your goals and plans for this week?"

Then help translate those goals into an achievable weekly schedule.

Review:

• Career priorities
• Job-search targets
• Interviews
• Networking goals
• Business priorities
• Personal obligations
• Appointments
• Deadlines
• Unfinished tasks from the previous week

The weekly plan should be realistic rather than overloaded.

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Performance Expectations

Success in this role will be measured by organization and quality—not simply hours worked.

Key expectations include:

• Approximately 10 qualified job applications per business day
• Approximately 50 qualified applications per week when sufficient opportunities exist
• Applications accurately tracked
• No duplicate applications
• Resume customized when appropriate
• No fabricated resume information
• Important follow-ups completed on time
• Interviews and appointments properly tracked
• Schedule conflicts identified in advance
• Professional networking conducted consistently
• Daily summaries delivered consistently
• Weekly planning completed consistently

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Required Skills

The ideal candidate should be strong in:

• Online research
• Google Docs
• Google Sheets
• Google Calendar
• Gmail/email management
• LinkedIn
• Job boards
• ChatGPT/AI tools
• Resume editing
• Written English
• Professional communication
• Scheduling
• Organization
• Attention to detail
• Independent problem solving

You should be comfortable learning new AI tools and workflows.

Experience with recruiting, job-search assistance, executive assistance, sales recruiting, sourcing, LinkedIn outreach, career services, or business development is highly valuable.

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What I Do NOT Want

I am not looking for someone who:

• Blindly submits Easy Apply applications
• Uses the same resume for everything
• Mass-spams professionals
• Fabricates information with AI
• Applies to clearly unqualified jobs just to hit a quota
• Requires instructions for every small decision
• Loses track of follow-ups
• Overbooks my calendar
• Says a task is complete without verifying it
• Uses AI output without reviewing it

I want someone who can operate like an executive assistant and project manager.

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Ideal Personality

You are:

• Extremely organized
• Proactive
• Detail-oriented
• Reliable
• Curious
• Resourceful
• Comfortable with technology
• Comfortable asking questions when information truly cannot be determined
• Capable of following detailed systems
• Able to notice inconsistencies
• Able to prioritize independently

Most importantly, you should be capable of thinking:

"What needs to happen next?"

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