Join Our Team

Client Relations Virtual Assistant

Seeking a Client Relations assistant who can help us take exceptional care of our prospects and clients via key communication channels, including email, direct message, newsletter, and blog.

Whale Song Creative supports healers, coaches, therapists, entrepreneurs, and visionaries to write non-fiction and memoir books in the genres of self-help, personal growth, spirituality, relationships, healing, and more.

This is a part-time position that reports directly to the founder and is a work-from-home independent contractor position.

A few questions...

  • Are you the kind of person who genuinely cares about and takes pride in the work they do, pays exquisite attention to detail, and loves fostering clear and supportive connections with others?

  • Do you thrive equally on systems/task execution and facilitating stellar experiences for others?

  • Do you have an appreciation for books, creativity, personal transformation, and spirituality?

The ideal person we are looking for is...

  1. Communicative and responsive, with strong written communication skills—particularly the ability to actively listen, communicate clearly, and reflect and respond with care, compassion and warmth. Ability to write with a balance of professionalism and personal connection. Oriented toward win-wins, honesty, clarity, collaboration, understanding and respect. (Please note: our company doesn’t choose to engage AI tools at this time, we ask that anyone on our team respect this policy)

  2. Reliable, organized, detail-oriented, hard-working, and efficient. Our company has high quality standards in our prospect/client care, and marketing communications. Consistent and reliable delivery of quality communications and task completion by deadline is imperative. Strong attention to detail and a high standard of excellence is a must.

  3. Experience with business-related/communications technology. We use many online systems to operate our agency and you must be comfortable with the technologies we use. Ideal candidate has experience with Google Suite, Honeybook, ConvertKit, Squarespace, Trello, and Slack. Candidate without such experience must be willing to learn these programs with self-initiative and become proficient in their use. Candidate must feel comfortable trouble shooting with support staff on these various platforms to resolve administrative issues that arise.

  4. Self-directed, willing to initiate, and strong problem-solving skills. While many tasks will be clearly outlined by Jaime, ideal candidate will be comfortable bringing forth their own ideas and creativity in places where they see opportunities for improvements, efficiencies, better systems, and enhanced client/prospect experiences.

  5. Flexible, adaptable, and growth-oriented. Being flexible and open to change, ability to adjust to new situations, projects and priorities as the business evolves. Willingness to pick up additional responsibilities as role develops, evolves, and matures.

  6. Passion for creativity, writing, and stellar human relationships. The ideal client will feel inspired and connected to the mission and heartbeat of Whale Song, and care about the experiences and successes of our clients and our team. Candidate must embody personal responsibility, honesty, trustworthiness, integrity, and healthy communication.

Duties and Responsibilities

Responsibilities include but are not limited to:

  • Daily Monday through Friday email and Slack communications from Jaime, clients, and prospects;

  • Ability to manage, prioritize and execute incoming tasks in a timely way (24-hour turn-around during business hours)

  • Answering prospect and client questions and needs via email, Slack and Honeybook

  • Managing prospect and client journeys in Honeybook and Trello (managing pipeline, automation execution, and client milestones and more)

  • Communicating with professional vendors and associates on the team about project status and needs; resolving tech and client care issues

  • Sending client gifts

  • Calendar and scheduling support as needed

  • Other tasks as necessary

As the position grows with the right fit, responsibilities will expand to include:

  • Posting blogs on our website

  • Editing and compiling monthly newsletter

  • Seeking podcast guest opportunities

  • Other communications and marketing support tasks

Applicants much have their own computer, smartphone and reliable internet connection.

Compensation + Hours

This position starts at $25/hour and will be titrated in, with 10 hours the first month, and 15 thereafter, with the possibility for increased hours for the right fit.

We are looking for someone who is able to complete the duties of the role daily Monday through Friday between 9am and 3pm Eastern Time.

About Jaime and Whale Song Creative

With 20+ years of experience helping writers, Jaime Fleres, our Founder, holds a Masters in Teaching Writing, is a former university writing professor and published author, and has taught writing, creativity, and healing modalities worldwide. She founded Whale Song Creative in 2017. She is a single mother to a tween daughter, and lives in Asheville, North Carolina. In addition to spearheading the creative mission of Whale Song, Jaime is also an author, shamanic healer and astrologer, certified somatic trauma practitioner, sound healer, and watercolorist.

Whale Song is a high-touch boutique creative agency specializing in helping visionary change agents write transformational non-fiction books. We show creative professionals on a mission how to write the book that can only be born through them. We help people express themselves – authentically, creatively, powerfully – through writing to make a meaningful contribution to themselves and the world.

As a company, we are champions of soulful artists and transformational change agents.

We are the team to come to if you want real, deep, human-to-human support, stellar professional book support services, and devoted partners on the path to further your own soul calling. Our attention to detail and client experience is unparalleled. We are blessed by the relationships we build with our clients and community.

We are client advocates who value healthy relationships, strive for clear communication, and act in alignment with our integrity, trust-building, and providing exceptional client experiences. We want people to feel relieved and overjoyed that they found us.

Our Team Values

At Whale Song, our core values are:

  • Exceptional communication and prospect/client experience

  • Commitment to excellence

  • Professionalism and warmth

  • Passion for creativity and healing

  • Contributing to healthy, thriving ecosystems (within our industry, with clients and prospects, with team members, within ourselves)

  • Commitment to self-awareness, honesty, clarity, curiosity, compassion, and our own and other’s well being

We are looking for a Client Relations Assistant who respects and holds these values as well.

How to Apply

Please complete this form to apply for the position. Thank you!