VirtuaL Operations Assistant

VIRTUAL OPERATIONS ASSISTANT

Role & Job Description | Report to Founder & Chief Servant Officer Support
Reports To Founder & Chief Servant Officer, ICABA World
Position Type Virtual / Remote —Part-Time
Location Remote (cloud-based); primary working hours aligned to U.S. Eastern Time
Classification Virtual Operations Assistant (VOA)

POSITION SUMMARY
The Virtual Operations Assistant (VOA) is a high-trust, high-capacity partner to the Founder & Chief Servant Officer of ICABA World. This role exists to absorb the recurring, detail-intensive work of running the organization's marketing, revenue generation, digital platforms, and membership operations — so the Founder can spend his time on vision, partnerships, and executive-level decisions rather than execution.
The ideal VOA is assertive and organized: comfortable managing multiple priorities at once without losing sight of what matters most, comfortable pushing deadlines forward and following up without being asked twice, and confident enough to flag risks, gaps, or conflicts directly rather than waiting to be asked. This is not a passive support role — it is a proactive one.

WHY THIS ROLE EXISTS
ICABA's growth depends on the Founder's ability to delegate with confidence. The VOA's core value is measured by how much can safely move off the Founder's plate and onto theirs — with the same quality, timeliness, and attention to brand standards the Founder would apply himself. Success in this role means the Founder trusts the VOA with recurring responsibilities and no longer has to think about them.

CORE RESPONSIBILITIES
Project & Priority Management
▪ Track all active workstreams (programs, campaigns, partnerships, events) across a shared project management system, keeping owners, deadlines, and status current.
▪ Translate the Founder's priorities into task lists, timelines, and follow-up sequences — and proactively resurface items before they become urgent.
▪ Run daily/weekly check-ins on open items, surfacing what's overdue, at risk, or waiting on someone else.
▪ Coordinate across ICABA's team and contractors to keep multi-person projects moving without the Founder having to chase status personally.

Database & CRM Management
▪ Maintain accurate, de-duplicated member and contact records in ZOHO Forms and the CRM (Zoho CRM Plus), including data entry, list segmentation, and record hygiene.
▪ Manage membership lifecycle data — applications, renewals, lapses, and upgrades — and flag trends or issues to the Founder.
▪ Build and maintain reporting views/dashboards that give the Founder a fast, accurate read on membership and pipeline health.
▪ Ensure CRM and email platform data stay in sync so outreach lists are always current.

Email Marketing & Campaign Management
▪ Build, schedule, and manage email campaigns in ActiveCampaign — newsletters, program promotions, membership communications, and automated sequences.
▪ Maintain and refine marketing automation (welcome series, renewal reminders, event follow-ups) with minimal ongoing input from the Founder.
▪ Monitor open/click performance and report what's working, what isn't, and recommended adjustments.
▪ Proofread and quality-check every send against ICABA brand and messaging standards before it goes out.
Marketing, Social Media & Content Support
▪ Coordinate with Virtual Marketing Coordinator to ensure proper social content management across ICABA's channels, maintaining a consistent posting cadence and brand voice.
▪ Coordinate with designers/contractors (or produce directly in Canva) to keep graphics, captions, and campaign assets on-brand and on-schedule.
▪ Support promotion of ICABA programs (Black Professionals Month, Faith Works Friday, ICABA Biz Connect, the Founders Circle, the Thrivin' podcast, and others) across digital channels.
▪ Track engagement and flag opportunities or issues to the Founder rather than waiting for a debrief.
Revenue, Membership & Digital Platform Support
▪ Support membership growth and retention operations — onboarding communications, payment/renewal follow-up, and Stripe transaction monitoring.
▪ Assist with sponsorship and partnership administration: tracking commitments, deliverables, and deadlines tied to revenue agreements.
▪ Maintain ICABA's digital properties (website updates, registration pages, event platforms) or coordinate directly with the web/technical contractor.
▪ Flag revenue-related risks (failed payments, churn signals, missed deadlines) to the Founder promptly and with context, not just data.
 
Executive & Administrative Support
▪ Assist the Founder by taking on recurring, time-consuming tasks to protect time for the Founder’s executive-level priorities.
▪ Assist the Founder in managing daily operations by overseeing various internet applications, tools, and online platforms for database management, online community management, virtual meetings, merchant processing, and invoicing
▪ Prepare the Founder for meetings with concise briefs, agendas, meeting summaries, and follow-up action items for projects and ongoing operations.
▪ Make calls to executive-level individuals and businesspeople to set up or confirm meetings and/or participation in ICABA events, the ICABA online community, or for other purposes.
▪ Assist Founder with HR related tasks, operations and record-keeping
▪ Coordinate travel, event logistics, and vendor/partner communications as needed.
Technology & Digital Platform Administration
▪ Serve as a confident daily user and administrator across ICABA's cloud toolset, troubleshooting first-line issues before escalating.
▪ Keep documentation, file organization (Google Drive), and access permissions clean and current.
▪ Identify opportunities to automate or streamline recurring tasks across the toolset.

REQUIRED QUALIFICATIONS & EXPERIENCE
▪ 3+ years of experience as an Operations Assistant, or Operations/Marketing Coordinator supporting a senior executive or founder.
▪ Demonstrated experience with CRM platforms (Zoho CRM or comparable) and email marketing platforms (ActiveCampaign or comparable).
▪ Working proficiency with project management tools (e.g., Asana or comparable) and cloud productivity suites (Google Workspace and/or Microsoft 365).
▪ Experience supporting social media scheduling/management and basic design production (Canva or comparable).
▪ Comfort with membership, nonprofit, or association operations a strong plus.
▪ Excellent written communication — able to draft and proofread professional, on-brand copy independently.
 

CORE COMPETENCIES
▪ Assertive and self-directed — Comfortable making decisions, setting deadlines for others, and following up without being asked twice.
▪ Detail-oriented — Catches errors, inconsistencies, and gaps before they become the Founder's problem; treats brand and quality standards as non-negotiable.
▪ Strong multitasker with clear prioritization — Manages multiple active workstreams without losing track of what's most important; knows when to triage versus when to push forward.
▪ Excellent interpersonal skills — Builds trust quickly with members, partners, vendors, and team members on the Founder's behalf; represents ICABA professionally in every interaction.
▪ Discreet and trustworthy — Handles sensitive member, financial, and partnership information with judgment and discretion.
▪ Tech-fluent and resourceful — Learns new cloud tools quickly and troubleshoots independently before escalating.

PRIMARY TOOLS & PLATFORMS
CRM & Membership Zoho CRM Plus ICABA Community, Seamless AI
Communication WhatsApp, Ring Central
Website Management Word Press, Elementor

Email Marketing & Automation ActiveCampaign
Invoicing Payments & Revenue Stripe
Data and Project Management ZOHO Forms,Asana, MS Excel
Scheduling & Calendar Calendly, Google Calendar
Design & Social Content Canva, Metricool, Buffer
Files & Collaboration Google Drive, Gmail
Meetings Zoom
Proficiency across this stack (or demonstrated ability to learn it quickly) is expected. Specific tools may evolve as ICABA's systems evolve.