Notion & SEO reporting Assistant

# Virtual Assistant - SEO & Notion Systems Support

## About the Role

I'm looking for a proactive virtual assistant to help manage daily operations across multiple SEO and web administration client accounts. You'll work directly with me (Simon/Si) to process updates, maintain our Notion workspace, and support client deliverables.

## Daily Responsibilities

### Morning Routine

**Email Management**
- Review and triage incoming emails
- Mark emails I've responded to (track which ones Si has already handled)
- Flag and forward high-priority items to me
- Note important insights and link to relevant emails in our system

**Tool Monitoring & Analysis**
Monitor and action updates from:
- SEO ranking alerts
- Google Search Console (indexation issues, performance changes)
- Google Analytics (anomalies, event tracking concerns)
- Site speed notifications
- Keyword tracking gaps

For each alert, document key insights and recommended actions.

**Notion Task Management**
Review and triage tasks in Notion using our status system (see below)

**Daily Briefing**
- Send me a concise update covering the above
- Highlight anything requiring immediate attention
- Share your planned priorities for the day

### Throughout the Day
- Execute assigned client work
- Update documentation and systems as you work
- Maintain Notion task statuses accurately
- Ask questions freely - clarity is more valuable than guessing

### End-of-Day Routine

**Shutdown Checklist**
- Complete daily shutdown template
- Update tracking spreadsheet with:
- Tasks completed
- Time breakdown by activity
- Key insights or learnings
- Any blockers or concerns
- Record time with detail (we value insight over just hours logged)

**REQUIRED: Daily Video Update**
- Record and send a brief video summary of your day (2-5 minutes)
- Cover: what you completed, any blockers, and tomorrow's priorities
- This is a non-negotiable daily requirement - clear verbal communication is essential

## Notion Task Status System

You'll be responsible for reviewing and updating task statuses in Notion. Here's how to interpret and assign each status:

**???? Not Started**
- Tasks I haven't reviewed yet
- New items that need initial assessment

**???? Check In Again**
Use this status when:
- You haven't worked on it yet
- There's an upcoming client call related to it
- Tickets that have no actions taken yet
- You're waiting on answers from clients, or me (even if you've already worked on the ticket)
- There are unanswered questions directed at you on a task you've already worked on

**???? Unclear**
Mark tasks as unclear when:
- You're uncertain if the task has been completed or not
- Someone may have actioned it, but it's not obvious
- There are terms or phrases you don't understand, and there's no clear indication it's sorted
- You need clarification before proceeding

**???? Reviewed**
Tasks that are actively being worked on:
- Work is currently in progress
- Someone is actively doing something about it
- The task is moving forward smoothly

**???? Task Completed**
Mark complete when:
- The task is fully sorted
- All questions have been answered
- Calls have notes documented
- Nothing is left hanging

**Recent Tasks Filter**
When filtering for "recent" tasks, use items created or updated within the last 15-30 days (we'll refine this timeframe together).

## Working Principles

**Communication Style**
- **Transparency**: Be open about challenges, mistakes, and progress
- **Solution-oriented**: When raising problems, include your suggested solutions
- **Proactive**: Don't wait for permission to ask questions
- **Cultural note**: Please call me Simon or Si - "Sir" isn't necessary!

**Approach to Work**
- **Take initiative**: If you see something that needs doing, flag it or do it
- **Document as you go**: Keep systems updated in real-time
- **Growth mindset**: We're building this together - mistakes are learning opportunities
- **Trust**: Some work involves sensitive client data - mutual honesty and discretion are essential
- **When in doubt**: Use "Unclear" status and ask - it's better than guessing

**Daily Communication Cadence**
- Morning: Brief goals and priorities
- Throughout day: Questions and quick updates as needed
- Evening: Progress summary and blockers

## What Success Looks Like

- I trust my inbox and tools are monitored without needing to double-check
- Notion workspace is organised with accurate, up-to-date task statuses
- Client work progresses smoothly with minimal back-and-forth
- You spot issues before they become problems
- Our systems and documentation improve over time
- You feel comfortable raising concerns and asking questions
- Nothing falls through the cracks because you flagged unclear items

## Essential Requirements

**Communication Skills (Critical)**
- **Excellent written and spoken English** - You'll be writing daily updates, documenting tasks, and recording video summaries
- **Daily video updates are mandatory** - You must be comfortable recording and sending brief (2-5 minute) video summaries every workday
- Clear, professional communication without needing multiple clarifications

**Technical & Organizational Skills**
- Strong organisational skills and attention to detail
- Experience with Notion or similar project management tools
- Basic understanding of SEO concepts (or willingness to learn quickly)
- Self-directed with strong judgment on prioritisation

**If you're not comfortable with daily video communication or don't have strong English skills, this role isn't the right fit.**

How to Apply
To be considered for this role, please submit:
Work Examples - Share examples of:
Notion workspaces you've built or managed (screenshots or descriptions)
SEO reports you've created or worked on
Any relevant project management or administrative work
Documentation or systems you've developed
Introduction Video (Required) - Record a short video (3-5 minutes) where you:
Introduce yourself
Explain why you're interested in this role
Discuss your relevant experience with the responsibilities listed above
Show me you can communicate clearly on camera
Applications without both work examples and a video will not be considered.