Virtual Assistant — Ai Merchantry™

Description

At Ai Merchantry™, we’re not just building financial plans — we’re helping families, business owners, and future-minded individuals build legacy, impact, and balance. As a values-driven fractional family office, we unite the tools, talent, and technology needed to guide people through every chapter of their financial lives.

We’re seeking a Virtual Assistant who is organized, proactive, and mission-driven — someone who thrives in a fast-paced, entrepreneurial environment and enjoys being the connective thread that keeps people, projects, and priorities aligned.

This is more than an administrative role — it’s an opportunity to contribute to a purpose-driven platform that unites wealth planning, insurance solutions, community programs, and technology under one roof.

Key Focus Areas for Ai Merchantry Virtual Assistant:

• Client & Partner Support: Serve as the first point of contact for clients and advisors through phone, email, or CRM channels. Provide clear communication and timely follow-ups.

• Scheduling & Coordination: Manage calendars, coordinate virtual and in-person meetings, and ensure smooth preparation for client reviews, events, and webinars.

• Event & Webinar Support: Assist with logistics, registrations, and communication for Ai Merchantry programs such as LifeLink™, Kaizen™, Blueprints to Black Wealth™, and Protected Tomorrows™.

• Document & Workflow Management: Prepare proposals, organize forms, assist with e-signature processes (DocuSign), and maintain digital filing systems.

• Advisor & Team Support: Partner with wealth advisors, insurance agents, and leadership to track projects, onboard new team members, and manage deliverables.

• Marketing Assistance: Provide light support with social media scheduling, email campaigns, and CRM updates (Salesforce, GoHighLevel).

• Technology Liaison: Coordinate with IT partners for account access, troubleshooting, and technology tool adoption.

• Community & Impact Coordination: Support volunteer days, outreach initiatives, and client appreciation events aligned with our values.

Qualifications & Requirements

• Bachelor’s degree preferred, or equivalent professional experience

• 2–5 years of experience in administrative, client service, or virtual assistant roles (financial services or insurance a plus)

• Proficiency with Microsoft 365 Suite, DocuSign, Zoom, CRM systems (Salesforce/GoHighLevel preferred)

• Excellent communication skills — both written and verbal — with a high level of emotional intelligence

• Strong organizational and time management skills; able to balance multiple priorities in a growing business

• Tech-savvy and comfortable learning new systems and tools

• Detail-oriented, proactive, and aligned with Ai Merchantry’s values of communication, ownership, and intentionality

Core Competencies — Virtual Assistant

• Organizational Excellence – Manages calendars, projects, and tasks with precision and efficiency

• Clear Communication – Communicates proactively and effectively across phone, email, and digital platforms

• Adaptability & Flexibility – Thrives in a fast-paced, entrepreneurial environment with shifting priorities

• Tech-Savvy Mindset – Comfortable navigating CRM systems, virtual platforms, and productivity tools

• Attention to Detail – Ensures accuracy and consistency in documents, scheduling, and client interactions

• Client-Centered Support – Anticipates needs and delivers service that reflects Ai Merchantry’s values of care and intentionality

• Emotional Intelligence – Demonstrates professionalism, empathy, and awareness in all interactions

• Ownership & Initiative – Takes responsibility, follows through, and seeks solutions without waiting to be asked

• Collaboration – Works seamlessly with advisors, agents, and partners to support the collective mission

Role Expectations

This position description provides a general overview of the expectations and responsibilities of the role. As our business continues to evolve, additional responsibilities may be introduced or adjusted to reflect the dynamic needs of our clients, partners, and advisors. Advisors are expected to embrace flexibility, growth, and innovation as they build their book of business within the Ai Merchantry framework.

Engagement & Compensation

This is a contract/1099 position, structured to support Ai Merchantry’s entrepreneurial and flexible business model. Compensation is project- or retainer-based, with rates determined by experience, scope of responsibilities, and value contribution.

This role is remote-friendly, with occasional in-person support opportunities for events, training sessions, or advisor meetings.

At Ai Merchantry™, you’re not limited by a ceiling — you’re empowered by a platform.

What Determines Virtual Assistant Income (Insurance Focus)

1. Experience & Expertise – More specialized insurance knowledge (claims, policy support, tech tools) leads to higher pay.

2. Task Complexity – Administrative work pays less than lead generation, compliance support, or customer service models.

3. Engagement Model – Hourly compensation vs flat monthly retainer.

4. Platform or Agency – Working through firms/agencies may add reliability but cost more; direct hires can be more flexible.

5. Incentive Structure – Bonuses, stipends, perks, and acknowledgement impact total compensation.

6. Localization – Compensation aligns with local living costs; ₱57k can be a high-end benchmark in insurance contexts.

7. Value & Growth Opportunities

   As a Virtual Assistant with Ai Merchantry™, you’re not just supporting day-to-day tasks — you’re part of the engine that drives our advisors, agents, and community forward. This role creates meaningful opportunities to:

   • Marketing Support – Assist in planning, scheduling, and executing digital marketing campaigns across email, social media, and webinars to expand brand awareness.

   • Appointment Setting – Schedule and confirm client meetings, advisor onboarding sessions, and recruiting calls with prospective agents.

   • Lead Management – Help track and nurture leads through CRM platforms like Salesforce and GoHighLevel, ensuring no opportunity is overlooked.

   • Recruiting & Onboarding – Support new agent onboarding, coordinate training sessions, and prepare resources to help new hires succeed.

   • Campaign Coordination – Play a hands-on role in launching and managing lead-generation campaigns, follow-up sequences, and referral initiatives.

   • Community Engagement – Assist with the promotion and logistics of Ai Merchantry events such as Blueprints to Black Wealth™, Protected Tomorrows™, We-LL Care™, and BOSS.

   • Advisor Empowerment – Free up licensed professionals to focus on client-facing work by handling critical behind-the-scenes operations.

   This role is designed for someone who wants to grow with us — learning how modern marketing, technology, and intentional outreach all come together to help families and business owners Live Well. Leave Well.™

Virtual Assistant Engagement Work Environment & Requirements

• Remote-based with reliable internet connection and access to a quiet workspace

• Ability to sit for extended periods and work on a computer

• Occasional light lifting (event materials, office supplies, etc.) up to 15 lbs

• Must be 18 years or older and authorized to work in the United States

• Background check may be required

U.S. Eligibility Requirements

To engage with Ai Merchantry™ as a licensed financial advisor, applicants must meet the following criteria:

• Must be 18 years of age or older

• Must hold or obtain appropriate state insurance and/or financial licenses

• Must be legally authorized to work in the United States; Ai Merchantry™ may request verification of identity and work authorization in accordance with I-9 and E-Verify standards

• Must be willing to undergo a background check as part of our commitment to professionalism, ethics, and fiduciary integrity

• May be asked to sign a Confidentiality and Non-Solicitation Agreement to protect client relationships and brand standards

What You Can Expect from Us

At Ai Merchantry™, we don’t offer “jobs” — we invite you to join a movement. As a Virtual Assistant, you’ll be part of a culture rooted in collaboration, growth, and legacy. Here’s what you can expect:

• A purpose-driven platform focused on clients, advisors, and community impact

• Exposure to cutting-edge tools and programs like Asset-Map™, CuriosityQuote™, Kaizen™, and LifeLink™

• Opportunities to collaborate with experienced advisors, agents, and industry experts

• A culture that values balance, honesty, and personal development

• Freedom to contribute in ways that align with your strengths while continuously learning

Our Commitment to Diversity & Inclusion

We believe in the full participation of all professionals in a safe, respectful, and growth-centered environment. Ai Merchantry™ proudly embraces diversity in all its forms and recruits advisors without regard to race, gender identity, age, disability, religion, sexual orientation, veteran status, or any other protected category.

Your values matter here. Your story matters here.

Let’s build something meaningful — together.