Full Time Kajabi, ManyChat and Virtual Assistant

Hi, I’m Amanda, founder of The Passive Practice. We are a small US marketing agency that builds websites, brands, email funnels, SEO and social content for therapists, psychiatric nurse practitioners, doctors and group practices. We are hiring one full time team member to own the technical and platform side of our client work.

This is not an entry level VA role. You will be building inside Kajabi, ManyChat and Squarespace every day for multiple clients at the same time, and the work has to look polished, match each client’s brand and function correctly the first time. If you have built funnels, automations and website pages for clients before and you care about how the finished product looks, keep reading.

WHAT YOU WILL BE RESPONSIBLE FOR

KAJABI (this is the biggest part of the role)
Build out new Kajabi accounts for clients from scratch, including offers, products, checkout pages, landing pages, forms and tags
Build courses, memberships, coaching products, challenges and communities, including uploading lessons, videos, downloads and setting up drip schedules
Design and build email broadcasts, newsletters and multi -email sequences that match the client’s brand fonts, colors and logo
Set up automations, including tagging, segmenting, funnel pipelines, opt-in flows, webinar funnels, abandoned cart and post-purchase sequences
Build and connect lead magnet funnels so the opt-in form, thank you page, delivery email and follow-up sequence all work together
Test every link, button, form and automation before it goes live and send yourself test email s to check mobile formatting
Manage contact lists, imports, exports and cleanup
Stay current with Kajabi updates and new features and tell us when something changes that affects our clients
MANYCHAT AND AUTOMATIONS
Build Instagram DM automations in ManyChat, including keyword triggers, comment to DM flows, story reply flows, welcome messages and lead capture conversations
Write flows that collect name, email and phone and push them into the client’s email platform (Kajabi or Flodesk), using Zapier or native integrations where needed
Build out new keyword flows from a ManyChat tracker we give you, then duplicate and adjust flows for new promotions
Test every flow from a real Instagram account before marking it done
Keep a clean naming system inside each client’s ManyChat account so anyone on the team can find a flow
Report on what is working, including which keywords are getting used, so we can tell the client
SQUARESPACE WEBSITES
Build new pages on Squarespace from approved copy and a design reference, using the client’s brand fonts, colors, spacing and image style
Make edits and revisions on existing client sites, including copy changes, image swaps, new sections, new blog posts and form updates
Make sure every page is mobile responsive and looks right on phone, tablet and desktop before it goes to review
Add and adjust custom CSS or code blocks when a design needs something Squarespace does not do natively
Fill in SEO fields on every page you touch, including page titles, descriptions, image alt text and URL slugs
Set up and test forms, buttons, pop-ups and announcement bars
Embed quizzes, scheduling tools and email forms from outside platforms
DESIGN
Design email s, landing pages, graphics and web sections that follow each client’s brand guidelines
Create simple graphics in Canva for email s, promo posts and web pages when we do not have one ready
Have an eye for spacing, alignment, hierarchy and consistency. You notice when something is two pixels off, a font is wrong or a button color does not match.
Take a rough layout or a reference and turn it into something clean and on brand without needing every detail spelled out
SOCIAL AND PROMO SUPPORT
Schedule promo posts, launch posts and reels using the captions and graphics we provide
Support Gabriel (our social graphics designer) when launches need extra hands
TIME TRACKING AND TASK MANAGEMENT
Track all of your time in Toggl every day, by client and by task
Keep every task updated with its current status so the team never has to ask where something stands

SCHEDULE AND SETUP

Full time, 40 hours a week, Monday to Friday
Stable high speed internet, a reliable computer and a quiet workspace