On the 1st of the month, send emails to all schools requesting their package needs.
Track responses as they come in during the week.
Compile results into a spreadsheet (include school name, package requested, date received).
Prepare the spreadsheet & update Calendar.

2. Insurance Completion from Interns Check – 1 hr (Fridays)

Contact the insurance company to confirm if all assigned work has been completed.
Update the tracking sheet with each project’s status (completed, pending, delayed).
Flag anything that needs Jessica’s review.

3. Website Uploads (YouTube + Podcast) – 2 hrs

Upload the weekly YouTube long-form video to the website.
Upload the weekly podcast episode with title, description, images, and links.
Ensure formatting matches the website style and test links to confirm they work.

Weeks 2–4 – Core Tasks (4 hrs fixed each week)

1. Insurance Completion Check – 1 hr (Fridays)

Contact insurance to verify status of projects.
Update tracking sheet with progress and any outstanding issues.

2. Website Uploads (YouTube + Podcast) – 1 hr

Upload the week’s YouTube video.
Upload the week’s podcast episode.
Add titles, descriptions, images, and links, checking formatting and accuracy.

3. Sign Gypsies Social Uploads (Facebook & Instagram) – 2 hr

Prepare and upload weekly posts for Sign Gypsies Lehigh Valley.
Add watermark to all photos before uploading.
Write a simple caption (text provided).
Schedule the post on both Facebook and Instagram.

Subtotal: 3 hrs (fixed tasks each week)

Weeks 2–4 – Flexible Tasks (2 hrs, assigned by Jessica each Sunday)

Each Sunday, Jessica will assign one of the following to be completed that week:

Option A: Blog Audit & Optimization – 2 hrs

Start with the oldest blog posts and move forward.
Check categories (are they correct and consistent?).
Ensure 3–5 keyword-rich tags are included.
Confirm SEO meta title and description are accurate and optimized.
Add 2–3 internal links to related posts.
Check all images for alt text and proper sizing.
Add or update call-to-actions (e.g., “Read more…” or “Listen to my podcast…”).
Record completed work in the tracking spreadsheet.

Option B: Blog Uploads + Photos to All Platforms – 2 hrs

Upload finalized blog post to the Well Hello Magic website.
Add featured image(s) and ensure formatting is correct.
Share the blog to Facebook, Instagram, Pinterest, and LinkedIn.
Write short social captions (Jessica will provide text).
Check links and images display correctly.

Option C: Content Linking Audit – 2 hrs

Review existing blog posts and add links to other relevant posts.
Ensure anchor text is descriptive (e.g., “tips for Disney’s Magic Kingdom” instead of “click here”).
Make sure older posts link to newer related ones where appropriate.
Update the audit spreadsheet with posts reviewed.

Option D: SEO Keyword Refresh – 2 hrs

Update meta descriptions to be 150–160 characters with keywords.
Check headings (H2/H3) include natural keywords.
Refresh outdated keywords to match current SEO focus.
Update alt text on images if missing or not keyword-rich.
Test for broken links and correct if found.

Subtotal: 2 -5 hrs flexible (you’ll assign which task they do that week).

Required Skills

These are the must-haves to succeed in this role:

Strong Communication Skills – Professional and clear in emails and updates.
Organization & Time Management – Ability to stay on schedule and manage multiple small tasks within 5 hours/week.
Attention to Detail – Accuracy in spreadsheets, content uploads, and blog audits.
Basic Tech & Website Management – Comfortable with WordPress (or willing to learn quickly) to upload blogs, podcasts, and YouTube videos.
Social Media Management – Able to post and schedule content on Facebook and Instagram, including adding watermarks to photos.
Confidentiality & Professionalism – Trustworthy with sensitive information and consistent in work quality.
Alignment with Brand Values – Works with respect, fairness, and inclusivity, honoring the belief statement provided.

Nice-to-Have Skills

These will make the role easier but can be taught or developed:

Basic SEO Knowledge – Understanding of keywords, meta descriptions, alt text, and categories.
Content Formatting Experience – Familiar with optimizing blog layouts, headings, and images for readability.
Problem-Solving – Ability to troubleshoot small issues independently (e.g., fixing broken links).
Design Tools Experience – Familiar with Canva or similar platforms for resizing images, adding branding, or creating social content.
Analytics Awareness – Basic understanding of website traffic or social insights to help guide improvements.

Virtual Assistant Role Overview

This role is primarily task-oriented rather than creative. Most of the content is already created for you, and even the captions are written — you may only need to make small tweaks. The main focus right now is on administrative work such as uploading, scheduling, tracking, and auditing. The pay range for this role is $20–$22 per hour, with a review in six months to discuss the possibility of expanding into more creative responsibilities if that’s of interest. At this stage, what we really need is reliable support with the admin side of things, since most of the content is already created by myself or by interns.

I also want to be clear: I know a lot of Disney people may see this, but the primary focus of this position is not the Disney account. The majority of your work will be for Sign Gypsies Lehigh Valley, with some behind-the-scenes support for Well Hello Magic and a little more for Well Hello Cookie. Please keep that in mind when applying.

Belief & Respect Statement

I believe in equal treatment and dignity for all people regardless of race, gender, sexual orientation, or religion. I stand firmly in support of the LGBTQIA+ community, racial equity, and gender equality. My faith is important to me, but I do not use it to judge or diminish others. I will not tolerate discrimination, political hostility, or intolerance of any kind in my work or partnerships. I am committed to creating a respectful, professional, and inclusive environment where differences are honored, and I expect the same in return. If these values do not align with you, this may not be the best fit and I ask you NOT to apply.

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