Executive Virtual Assistant – Marketing Agency & Home Services Business Owner

I'm a business owner in Texas looking for a sharp, resourceful virtual assistant to support me across two businesses and my personal life. This is a long-term position with room to grow as the businesses scale.


ABOUT ME AND MY BUSINESSES

I'm the VP of Services at Rossman Media, a digital marketing agency, and co-owner of The Smart Fix Handyman, a premium handyman service in the Dallas-Fort Worth area.

Between the agency, the handyman business, and life in general, I need someone who can take tasks off my plate and run with them without needing me to hold their hand through every step.


WHAT YOU'LL BE DOING

Your work will vary day to day. Some days will be heavy on one area, other days you'll bounce between several. Here's what to expect:

WordPress and Content
- Publishing blog posts, service pages, and content updates across client websites
- Basic WordPress tasks: uploading images, formatting posts, updating plugins, minor edits
- Following brand guidelines and templates already in place

Bookkeeping and Financial Support
- Basic bookkeeping tasks in QuickBooks Online. Categorizing transactions, matching receipts, running reports
- Helping reconcile accounts and flag discrepancies for review
- Pulling financial summaries when I need a quick snapshot

CRM and Reporting
- Working inside ServiceTitan and HouseCall Pro to pull reports, look up job data, and organize information
- Building simple reports or summaries from CRM data when I ask for them
- Learning new software tools as needed. We use a variety of platforms and they change

General Executive Assistance
- Research tasks. Anything from vendor quotes to flight options to competitor analysis
- Scheduling, coordination, and follow-ups
- Organizing files, spreadsheets, and documents
- Personal errands and life admin tasks as needed (travel planning, appointment scheduling, etc.)
- Basically: if I can describe it, I need you to be able to figure it out and get it done


WHAT MAKES THIS ROLE DIFFERENT

I will provide you with a Claude Pro subscription (Anthropic's AI assistant). I expect you to use it daily as your co-pilot. When you run into something you don't know how to do, your first move should be to open Claude, describe the problem, share screenshots, and work through it together. Claude can walk you through unfamiliar software, help you draft emails, troubleshoot WordPress issues, build spreadsheet formulas, and much more.

I don't have a 200-page SOP manual for every task. What I need is someone who can take a general instruction like "pull me a report showing last week's revenue by technician from ServiceTitan" and figure out how to get it done using Claude, Google, YouTube, whatever it takes. If you're the type of person who gets stuck and waits for someone to tell you exactly what to click, this isn't the right fit.

If you're the type of person who gets stuck and immediately starts problem-solving on your own, we're going to work great together.


REQUIREMENTS

Must-Have:
- Strong English communication skills (written and spoken). You'll be drafting emails and communicating with me throughout the day
- Experience with WordPress (publishing content, basic site management)
- Familiarity with QuickBooks Online or similar bookkeeping software
- Comfortable learning new software quickly, ServiceTitan, HouseCall Pro, Google Analytics, and others
- Reliable computer with minimum 8GB RAM that can handle multiple browser tabs and applications
- Stable internet connection: minimum 25 Mbps download speed (please include a Speedtest screenshot with your application)
- Willingness and ability to use AI tools (Claude, ChatGPT) as part of your daily workflow
- Self-starter mentality: you take initiative, solve problems independently, and don't need micromanagement
- Available to work during US Central Time business hours (at least 4-5 hours of overlap)

Nice-to-Have (not required, but a big plus):
- Previous experience working with a US-based marketing agency or home services company
- Experience with ServiceTitan, HouseCall Pro, or similar field service management software
- Experience with Google Business Profile, Google Analytics, or SEO tools
- Experience with Canva or basic graphic design
- Familiarity with project management tools (Asana, Monday, Trello, etc.)
- Backup internet connection (mobile data or secondary ISP)
- Experience with AI tools such as Claude, ChatGPT, and Gemini


WHAT I PROVIDE

- Claude Pro AI subscription ($20/month value), your secret weapon for figuring things out
- Stable, long-term employment with a growing company
- Paid training period to learn our systems
- Respectful, professional working relationship
- Internet allowance considered for the right candidate
- 13th month pay


TO APPLY, PLEASE INCLUDE THE FOLLOWING IN YOUR APPLICATION

1. A brief introduction about yourself and your relevant experience
2. What computer/laptop you're using (brand, model, RAM, age)
3. A screenshot of your internet speed test from speedtest.net (must show minimum 25 Mbps download)
4. Your experience level with WordPress (beginner / intermediate / advanced)
5. Your experience level with QuickBooks Online or bookkeeping (beginner / intermediate / advanced)
6. Have you ever used AI tools like ChatGPT or Claude? If yes, describe how you've used them in your work
7. Describe a time you were given a task you'd never done before. What did you do to figure it out?
8. Your desired hourly rate in USD


SCHEDULE

Full-time, 40 hours per week. Core hours with overlap during US Central Time (CT) business hours. Flexible on exact schedule as long as work gets done and we can communicate in real-time during overlap hours.