Virtual Assistant — Founder Support, Ops & Content

WHO WE ARE

Citibin designs and manufactures architectural trash and recycling enclosures — the kind you see outside apartment buildings, business districts, parks, and resort properties, replacing the exposed bins nobody wants sitting out front. We're a Brooklyn-based, 100% woman-owned company founded in 2012. Property managers, developers, HOAs, municipalities, and business improvement districts across the country install our enclosures — along with our public litter baskets, bear-resistant enclosures, and package lockers. We're a small team that moves fast, and we need someone who can keep up with us and make us better.

THE ROLE

You'll own four things for us.

First, and most important: helping our founder stay focused. She's running a fast-moving company with a lot of moving pieces, and she needs someone tracking her active projects, surfacing what actually needs her attention now versus later, and flagging when something is falling behind. This isn't a passive task-list role — you need to develop real judgment about what matters most.

Second is the post-installation email sequence — the series of emails we send clients after their CITIBIN enclosure is installed. You'll manage and reply to these so every client gets a real, timely response, not a missed follow-up. You'll also collect installation photos from our assembly technicians, plot each location on our map, and log every completed install into Airtable.

Third is government RFP monitoring. Cities, municipalities, parks departments, sanitation departments, universities, and other public agencies regularly put out RFPs for exactly what we sell, and we need someone who can set up a system to catch those the moment they open — without us paying for a stack of expensive procurement-monitoring subscriptions. You'll need to know where this information actually lives (agency websites, state and local procurement portals, and other public sources) and how to track it efficiently on your own.

Fourth is managing our outside writers, content creators, and graphic designer. We want content that doesn't read like AI slop — writers who can take one strong piece of content (say, a blog post) and repurpose it well across email newsletters, social media, and web copy. You'll quality-control what they produce before it's handed off to our external media agency, who schedules and publishes it. You'll also help keep our graphic designer — very creative, but not always great at following priorities — focused on what actually needs to get done.

Beyond these four responsibilities, we want someone who is AI-savvy, not just AI-proficient — someone who already uses AI tools to work faster and more accurately, and picks up new ones quickly.

WHAT YOU'LL OWN

Executive Prioritization & Project Tracking

Keep track of the founder's active projects across the business and help surface what actually needs her attention now versus later
Proactively flag when priorities are shifting, deadlines are at risk, or something is falling behind
Act as a second set of eyes on where her time is going, so she's spending it on the highest-leverage things

Post-Installation Email Sequence

Manage and reply to the post-installation email sequence sent to clients after every completed install
Collect installation photos from our assembly technicians and upload them into Airtable
Plot each new installation location on our map
Log every completed installation into Airtable, accurately and the same day

Government RFP Monitoring

Build and maintain a monitoring system to catch open and upcoming RFPs relevant to Citibin — parks departments, cities, municipalities, sanitation departments, universities, and other public buyers
Know how to find this information yourself — agency websites, state/local procurement portals, and other public sources — without relying on a pile of paid subscription services
Flag relevant opportunities early enough for us to actually respond

Content & Creative Management

Identify and manage outside writers and content services who produce genuinely original work — not AI slop
Make sure writers can take one piece of content (a blog post, for example) and repurpose it well across email newsletters, social media, and web copy
Quality-control content before handing it off to our external media agency, who handles scheduling and publishing
Manage our graphic designer — creative, but needs help staying on the priorities that matter most
WHAT YOU BRING
Strong judgment on prioritization — able to track multiple projects at once and proactively flag what's actually urgent
Excellent written English and a genuinely responsive, professional tone for client-facing emails
An eye for content quality — can tell the difference between generic AI-generated writing and something that actually sounds like a real brand, and can screen writers and content services accordingly
Comfortable managing outside vendors and freelancers (writers, designers) and keeping them accountable to deadlines and priorities
Genuine AI fluency — AI-savvy, not just AI-proficient. You use AI tools daily to work faster and more accurately, and you can pick up new tools quickly when a task calls for it
A resourceful researcher — comfortable digging into government and public-sector websites to find procurement information yourself, not just searching one database and stopping
Comfortable with Airtable, or able to learn it quickly
Reliable, detail-oriented, and able to work independently on a recurring schedule
NICE TO HAVE
Experience managing freelance writers, content creators, or a small creative team
Experience with Apollo, Clay, Instantly, or similar AI-assisted sales/outreach tools
Experience with a media/digital asset management system — organizing photos and videos so they're easily searchable and reusable later
HOW TO APPLY

Start your application with TRASH and tell us: (1) how you've helped a busy founder or executive prioritize and stay on top of multiple projects, and (2) your experience replying to customer emails and/or managing outside writers or freelancers.