VIRTUAL ASSISTANT – TEAM PRODUCTIVITY & GOALS COACH | TOGGL

? HELP GREAT PEOPLE MAKE EVERY DAY COUNT!

We are looking for a positive, organized and tech-savvy Virtual Assistant to become our TEAM PRODUCTIVITY & GOALS COACH.

This is a part-time, project-based opportunity for up to 30 hours per week.

You’ll partner directly with members of our international team — primarily remote team members in the Philippines, along with team members in California and New York City.

YOUR MISSION:

Help each person set meaningful goals, organize their work, track their time using Toggl, and celebrate measurable progress.

This is NOT a surveillance position.

We aren't looking for someone to watch employees or catch people doing something wrong.

We want someone who can become a positive "GOAL PARTNER" for each member of our team.

You’ll help people answer questions like:

✓ What do I want to accomplish this week?

✓ What are my most important priorities?

✓ Where is my time actually going?

✓ What is taking longer than expected?

✓ What can I improve?

✓ What could AI or automation make easier?

Our philosophy is simple:

MEASURE → LEARN → IMPROVE → REPEAT ?

? WHAT YOU’LL DO

• Meet 1-on-1 with team members to understand their roles, responsibilities and goals

• Help each person establish clear daily, weekly and monthly goals

• Turn goals into projects and measurable tasks inside Toggl

• Help team members estimate how much time projects and tasks should take

• Help everyone develop an easy and accurate habit of tracking their work

• Compare planned time vs. actual time

• Conduct short, positive accountability check-ins

• Help people prioritize the work that matters most

• Identify bottlenecks, interruptions and repetitive work

• Look for opportunities where ChatGPT, AI or automation could make someone’s job easier

• Create simple productivity reports and insights for management

• Recognize accomplishments and improvements

• Become our internal Toggl champion

You don't need to know everything about Toggl on Day 1.

But you DO need to love learning new technology and helping other people use it successfully.

⭐ WHAT DOES A "GOAL PARTNER" ACTUALLY DO?

Imagine a team member tells you:

"This week I want to complete two customer designs, follow up with five customers and improve our sample process."

Great!

You help turn those goals into a realistic plan in Toggl.

At the end of the week, you might discover:

"We estimated 6 hours for customer designs, but they actually took 9 hours."

We DON'T want your response to be:

"Why did you take so long?"

Instead, we want you to ask:

"What happened?"

"What did we learn?"

"Was our estimate realistic?"

"Is there something slowing you down?"

"Could a better process, AI tool or automation help?"

"What should we change next week?"

That's the mindset we're looking for.

? THIS IS NOT ABOUT MAKING PEOPLE WORK FASTER

Sometimes great work takes time.

We want to understand where our time goes and whether we're spending it on the things that matter most.

Your job is to help our team develop better awareness of their time — NOT anxiety about a timer.

Different people work differently.

A designer's day is different from a salesperson's.

A customer service person's day is different from a manager's.

Your job is to understand those differences and help each person create a system that works.

? AI + AUTOMATION

This is one of the most exciting parts of this position.

Imagine you discover that someone spends 5 hours EVERY WEEK doing the same repetitive task.

Don't just track those five hours.

ASK:

"Could we automate this?"

You’ll help identify opportunities where ChatGPT, AI, automation or better processes could save time and make someone's job easier.

We don't just want Toggl to generate timesheets.

We want Toggl to help us discover opportunities to build a better company.

? WHAT SUCCESS LOOKS LIKE

After working with you, we'd like our team members to:

✓ Have clearer personal and professional goals

✓ Know their most important priorities

✓ Better understand where their time goes

✓ Become better at estimating how long work takes

✓ Feel comfortable using Toggl

✓ Identify repetitive work that could be automated

✓ Develop better productivity habits

✓ Celebrate measurable accomplishments

Most importantly:

We want people to feel that Toggl HELPS THEM rather than WATCHES THEM.

? WHO WE'RE LOOKING FOR

You may currently be a:

• Virtual Assistant

• Executive Assistant

• Project Coordinator

• Operations Coordinator

• Project Manager

• Team Leader

• Accountability Coach

• Productivity Coach

Or maybe you've never had any of those exact titles — but this job sounds PERFECT for your personality.

You should be:

✓ Extremely organized

✓ Positive and encouraging

✓ Friendly and approachable

✓ Excellent at spoken and written English

✓ Comfortable having 1-on-1 video conversations

✓ Able to respectfully hold people accountable

✓ Tech-savvy and a fast learner

✓ Curious about AI and automation

✓ Comfortable with numbers, reports and data

✓ Able to work independently

✓ Proactive rather than waiting to be told everything

✓ Interested in understanding how different people work

✓ Someone who genuinely enjoys helping other people succeed

Experience with Toggl, ClickUp, Asana, ---------- , Notion, Slack, Google Workspace or similar tools is a PLUS.

Experience managing, training or coordinating remote teams is also a PLUS.

Previous Toggl experience is NOT required.

We can teach software.

We're much more interested in finding the RIGHT PERSON.

? WHO YOU'LL WORK WITH

We are an entrepreneurial U.S.-based company with a diverse international team.

Many of our remote team members are located in the Philippines, with additional team members working in California and New York City.

Our team includes people working in:

• Sales

• Customer Service

• Design

• Operations

• Marketing

• Content

• Management

• Technology & Automation

You'll get to know how different people work and help them become more successful.

⏰ HOURS + PROJECT STRUCTURE

This is a PART-TIME, PROJECT-BASED opportunity.

UP TO 30 HOURS PER WEEK

Our initial project is to successfully implement Toggl across our team and develop a positive system for goal setting, time awareness, accountability and productivity.

We are starting this as a project because we want to find the right person and build the right system together.

We care about RESULTS — not simply accumulating hours.

Do a great job and there may be opportunities to continue working with us on future projects.

We are constantly experimenting with new technology, AI, automation and better ways of working.

For the right person, this could develop into an interesting long-term working relationship.

? COMPENSATION

Competitive hourly compensation based on experience and qualifications.

When applying, please include your expected hourly rate in USD.

❤️ THE MOST IMPORTANT QUALIFICATION

We are NOT looking for someone who enjoys catching people doing something wrong.

We ARE looking for someone who genuinely enjoys helping people WIN.

We want our team members to eventually say:

"I have my Goal Partner meeting today!"

Rather than:

"I have to meet with the person who monitors my time."

If you understand the difference, you may be exactly who we're looking for.

? HOW TO APPLY

IMPORTANT:

Start your application with the exact words:

MAKE EVERY DAY COUNT

Then answer these questions:

A team member estimates that a task will take 2 hours, but it consistently takes 5 hours. How would you approach the conversation?
Someone on the team doesn't like tracking their time. How would you help them see Toggl as something useful rather than something monitoring them?
Tell us about one app, system, AI tool or automation you've used to make yourself or a team more productive.
Have you ever coached, managed, trained or helped coworkers improve their productivity? Tell us about the experience.
Have you used Toggl, ClickUp, Asana, ---------- , Notion or another project/time-management platform? Which one and how did you use it?
What is your expected hourly rate in USD?
How many hours per week are you currently available?

BONUS QUESTION:

What is ONE thing you would do to make goal setting and time tracking fun and positive for a remote team?

Please don't send us a generic application.

We want to hear how YOU think and communicate.

If you're excited about helping people accomplish their goals, learning new technology and finding smarter ways to work...

WE WANT TO MEET YOU! ?

LET'S MAKE EVERY DAY COUNT!