Bluebeam Revu Shortcut Cheat Sheet

Every keyboard shortcut your estimator needs to run takeoffs 2× faster.

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The CEO Time Audit Worksheet

Track every hour for 5 days and find the 15+ hours per week you should never have been spending in the first place.

Why This Works

Most founders can tell you their revenue down to the dollar but have no idea where their time actually goes. The gap between where your time goes and where your time should go is where most growth is quietly dying.

You'll track 5 consecutive business days in 30-minute blocks, score every block by value, and end the week with a clear, prioritized delegation list. Zero tools. Zero apps. Just you, a pen, and 3 minutes every half hour.

How To Use This Worksheet

1. Track in 30-minute blocks. Every half hour, write down what you actually did. Not what you planned — what happened.
2. Score each block A/B/C/D. See the scoring key below.
3. Tag emotional state: ⚡ Energized / 😐 Neutral / 😩 Drained. You'll notice a pattern fast.
4. Track for 5 business days. One bad day won't give you the signal. Five will.
5. At the end of the week, total the hours in each bucket and build your delegation list.

The Scoring Key

Daily Time Log Format

Use this structure for each of your 5 tracking days. You can replicate it in a notebook, Google Doc, or spreadsheet:

End-of-Week Summary

After 5 days, total the hours in each category:

The Delegation List

List the top 10 tasks from your C and D buckets — sorted by hours per week. These are exactly what you hand to a VA first. Don't overthink it.

The Inbox Zero Delegation Playbook

The exact system to hand your inbox to an EA — without losing control, missing an email, or breaking a client relationship.

The Problem With Your Inbox

The average founder spends 2.6 hours a day in email — 13 hours a week, 650 hours a year. That's 16 full work weeks. Gone. The problem isn't volume. It's that 80% of what hits your inbox doesn't actually require you.

The fix has three parts:

1. The 4D Framework — Every email gets Do, Delegate, Defer, or Delete.
2. The Label & Filter Architecture — A fixed set of Gmail labels that route emails automatically.
3. The Response SOPs — Pre-approved templates for the 20 email types you get most often.

Part 1 — The 4D Framework

Part 2 — Gmail Label Architecture

Create these 9 labels. Your EA works the labels, not the main inbox.

Suggested Gmail Filters

• From known clients → skip inbox, apply 04 Clients, mark important
• From Stripe / Mercury / QuickBooks → apply 07 Finance
• From @yourcompany.com → apply 06 Internal Team
• Contains "unsubscribe" → skip inbox, apply 09 Archive
• Contains "invoice" OR "receipt" → apply 07 Finance

Part 3 — The 20 Response SOPs

For each of these common email types, your EA uses an approved template without asking:

1. Cold pitch from a vendor — Polite decline, archive.
2. Podcast / interview request — Check calendar, propose slots or decline.
3. Intro request — Double opt-in before forwarding.
4. Client question — Reply directly using SOP library. CC CEO.
5. Client complaint — Acknowledge within 1 hour. Escalate with full context.
6. Scheduling request — Send Calendly or propose 3 time blocks.
7. Invoice received — Forward to bookkeeper.
8. Job application — Forward to recruiting, send acknowledgement.
9. Press / media request — Flag For CEO unless template exists.
10. Investor inquiry — Flag For CEO immediately.
11. Partnership proposal — EA drafts response + summary.
12. Conference invitation — Check calendar. Propose go/pass weekly.
13. Refund request — Follow refund SOP.
14. Testimonial request — Send standard template.
15. Internal team question — Redirect to team channel if not CEO-specific.
16. Vendor follow-up — Reply with status or decline.
17. Newsletter / FYI — Delete or archive.
18. Bill / receipt — Forward to finance.
19. Contract for signature — Flag For CEO. Prep e-sign link.
20. Legal notice — Flag For CEO immediately. Do not respond.

The Daily EA Digest

Your EA sends you one email per day. One. Format:

Bid Package & Takeoff Template

The exact structure Get Ninja estimators use for material takeoffs, scope sheets, bid leveling, and final pricing. Build it in Excel, Google Sheets, or any estimating tool.

The 8-Tab Structure

A complete bid workbook has 8 tabs. Each plays a specific role in the estimate-to-submission workflow:

Tab 1 — Project Info Fields

• Project Name, Number, Address
• Owner/Developer, General Contractor, Architect, Engineer
• Bid Deadline, Start Date, Completion Date
• Contract Type (Lump Sum / GMP / T&M)
• Project Type (Residential / Commercial / Industrial)
• Square Footage, Number of Stories, Estimated Value
• Scope Summary (2-3 sentences)
• Inclusions, Exclusions

Tab 2 — CSI MasterFormat Scope Sheet

Standard 23 divisions to check off included/excluded work:

Tab 3 — Takeoffs Formula

For each material line item, the extended cost formula is:

Required columns: Item # / Description / Unit / Quantity / Unit Cost / Waste % / Extended Cost / Notes

Tab 4 — Labor Formula

Tab 5 — Sub Quote Bid Leveling

To compare quotes on a like-for-like basis:

Tab 6 — Summary Markup Formula

Key Estimating Ratios to Remember

• Concrete waste: 5-8%
• Lumber waste: 8-12%
• Drywall waste: 8-10%
• Shingle waste: 10-15%
• Rebar waste: 5-10%
• Burden factor: 25-35% (labor)
• 1 cubic yard: 27 cubic feet
• 1 square of roofing: 100 sq ft

Calendar Management SOP

A step-by-step SOP your Executive Assistant can follow from day one. Buffer rules, priority tiers, and conflict handling included.

Purpose

This SOP exists so your EA can own your calendar with the same judgment you would apply — without needing to ask you every time. Once adopted, you should receive zero routine scheduling requests directly.

Priority Tiers

Every meeting request gets classified into one of four tiers.

Buffer Rules

No exceptions without written founder approval:

• 15-min buffer before and after every external meeting
• 30-min buffer around Tier 1 meetings (prep + debrief)
• No back-to-back meetings longer than 90 minutes total
• Lunch hour (12:00-1:00 PM) blocked unless founder overrides
• First hour of every morning (9:00-10:00 AM) = deep work, no meetings
• No meetings after 5:00 PM unless Tier 1 + founder approves
• Maximum 5 meetings per day

Day-of-Week Strategy

• Monday — Light meetings, heavy planning. No external meetings before noon.
• Tuesday & Thursday — Meeting days. External meetings booked here by default.
• Wednesday — Internal team day. 1:1s and team meetings only.
• Friday — CEO focus day. No meetings before 2:00 PM.

Standard Meeting Durations

The 6-Step Booking Process

1. Classify tier. Use the table above.
2. Check calendar for conflicts and buffer violations.
3. Offer 2-3 time slots (never just one).
4. Confirm details: attendees, location/link, duration, agenda.
5. Send invite with all details pre-populated.
6. Log in CRM if client or prospect.

Conflict Resolution

• Tier 1 always wins. If both are Tier 1, first-booked wins.
• If Tier 2 gets bumped by Tier 1, EA apologizes and reschedules within 24 hours.
• Never bump client-facing for internal, regardless of label tier.
• If uncertain, ask founder in Slack — but only under genuine ambiguity.

Declining Meetings — Templates

Weekly Review Ritual

Every Friday, EA sends a weekly calendar review email with:

• Upcoming week's meetings by tier
• Any conflicts needing founder input
• % of week booked vs available
• Tier 4 requests declined
• Recommendations (e.g., "Tuesday is overloaded — suggest moving the 2pm to Thursday")

The Business Deconstruction Framework

Map every role, process, and bottleneck in your business on one page. The framework Get Ninja clients use on Day 1.

Why Most Businesses Can't Scale

It's almost never because the founder isn't smart enough or the team isn't working hard enough. It's because no one — including the founder — has written down how the business actually works.

When the business only exists inside the founder's head, the founder becomes the bottleneck for every decision, every hire, every client. Growth stalls at whatever revenue the founder's bandwidth allows.

The 6 Domains

Domain 1 — Revenue

Map every offer, its price, its revenue share, and the exact steps between stranger and paying customer.

• What are your core offers, and what % of revenue does each drive?
• What's the price of each — flat, tiered, custom?
• How does a stranger become a lead?
• How does a lead become a paying customer? (List every step)
• What's your average close rate? Average time to close?
• What's your churn rate? How do you retain clients?
• Which offers are actually profitable vs vanity revenue?

Domain 2 — Delivery

The single biggest source of founder bottleneck. If it's not written, it's not a process — it's tribal knowledge.

• What happens in the first 24 hours after a client signs?
• What's the onboarding sequence? Who owns each step?
• What's the delivery workflow? List every handoff.
• Who does quality control? How?
• What's the escalation path when something breaks?
• How do clients communicate with your team?
• What SOPs exist today? Which ones are only in your head?

Domain 3 — Operations

Tools, data, admin, finance. Every tool should have an owner, a backup, and documented credentials.

• What tools do you use? (SaaS, internal, scripts)
• Who is the owner of each tool? Who's the backup?
• Where are credentials stored? Who has access?
• How is data backed up? How often?
• What does your month-end close process look like?
• Who handles invoicing? Collections? Payroll?
• What happens if the owner of any tool disappears tomorrow?

Domain 4 — People

Not a hierarchy diagram — an accountability chart. Every seat has one person accountable, responsibilities, and 3-5 KPIs.

• What seats exist in your business today? (seats, not people)
• Who sits in each seat?
• What is each seat accountable for? (3-7 outcomes)
• What are the 3-5 KPIs for each seat?
• Where are the unfilled seats blocking growth?
• Which seats should the founder NOT be in 6 months from now?
• Who reports to whom? (only one direct manager per person)

Domain 5 — Marketing

Where your best clients come from. Build the map, then invest intelligently instead of chasing tactics.

• What are your top 3 lead sources today? By volume? By quality?
• What's your cost per lead by channel?
• What's your conversion rate from lead to customer by channel?
• Which content assets drive the most inbound interest?
• What's your brand positioning in one sentence?
• Who is your ideal client profile? Be specific.
• What's missing from your marketing that you know works?

Domain 6 — Strategy

The last domain, but it sits on top of everything. Without clarity, the machine runs fast in the wrong direction.

• What is your 3-year vision?
• What are your 1-year goals? (financial, operational, team)
• What are your 90-day priorities? (3 max)
• What are you NOT doing in the next 90 days?
• What's the biggest constraint on growth right now?
• What's the one thing that, if solved, makes everything else easier?
• What does a healthy quarter look like 12 months from now?

The 10-SOP Starter Pack

Fill-in-the-blank SOP templates for the 10 most-delegated tasks in contracting and executive operations. Copy, customize, deploy.

How To Use

Each SOP follows the same 6-section template. Copy into your operating system (Monday, Notion, Google Docs), fill in the blanks specific to your business, assign an owner.

SOP #1: Daily Inbox Triage

Purpose

Clear the founder's inbox every morning by classifying, delegating, or drafting responses. Target: inbox at zero by 10 AM.

Trigger

First thing every business day, 8:00 AM. ~45-60 minutes.

Tools Required

• Gmail/Outlook
• Password manager
• CRM access
• Slack for escalation

Step-by-Step Process

1. Open inbox. Scan subjects and senders before opening anything.
2. Apply 4D framework (Do/Delegate/Defer/Delete) to every email in under 10 seconds each.
3. For DOs: use template from SOP library. Draft and mark Awaiting Approval.
4. For DELEGATEs: forward to correct team, CC founder, track in follow-up.
5. For DEFERs: apply For CEO label with 1-line summary.
6. Archive or delete all Tier 4 emails.
7. By 10 AM, send daily digest to founder with decisions and approvals needed.

Quality Checks

• No email sits in inbox unless being worked on
• Every draft includes full original thread for context
• No more than 5 items flagged For CEO per day

Escalation

If unsure whether an email needs founder vs direct response, draft a response with both options — founder chooses in under 30 seconds.

SOP #2: Meeting Scheduling

Purpose

Handle all incoming meeting requests and coordinate with the founder's calendar without founder involvement.

Trigger

When any meeting request comes in via email, DM, form, or referral.

Tools Required

• Google/Outlook Calendar
• Calendly/scheduling link
• Zoom/Google Meet
• Notes doc per meeting

Step-by-Step Process

1. Classify meeting tier (see Calendar Management SOP).
2. Check founder's calendar against tier rules (buffers, focus blocks).
3. Offer 2-3 time slots, never just one. Include time zone.
4. Send calendar invite with: attendees, link, agenda, relevant docs.
5. Add meeting prep reminder 15 min before.
6. Log in CRM if client or prospect.

Quality Checks

• Zero meeting requests sit unanswered past 4 business hours for Tier 1/2
• All invites include working video link
• Founder is never double-booked or scheduled during focus blocks

Escalation

For genuine conflicts or tier disputes, ping founder in Slack with suggested resolution — don't wait without proposing.

SOP #3: Client Onboarding Kickoff

Purpose

Execute the first 48 hours of a new client relationship — welcome, paperwork, kickoff call, access provisioning.

Trigger

Immediately after contract signed.

Tools Required

• CRM
• SignRequest/DocuSign
• Welcome email template
• Kickoff agenda template

Step-by-Step Process

1. Send welcome email within 30 minutes of contract signed.
2. Create client folder in shared drive with kickoff templates.
3. Schedule kickoff call within 3 business days.
4. Send pre-kickoff questionnaire (scope, decision-makers, success criteria).
5. Create client record in CRM with contract details and key dates.
6. Add client to correct Slack channel.
7. Set 7-day, 14-day, and 30-day check-in reminders on founder calendar.

Quality Checks

• All onboarding comms go out within 1 business day
• Kickoff scheduled before end of business Day 1
• No onboarding touches founder directly in first 48 hours

Escalation

If client requests scope changes during onboarding, pause and escalate to founder within 2 hours.

SOP #4: Invoice Follow-Up

Purpose

Ensure every invoice is paid on time with minimal founder involvement. Reduce DSO, avoid bad debt.

Trigger

Invoice generated, or invoice past due.

Tools Required

• Stripe/QuickBooks
• Email templates (polite → firm)
• CRM for payment status

Step-by-Step Process

1. Day 0: Send invoice immediately. Confirm receipt within 24 hours.
2. Day 7 (unpaid): Send friendly reminder.
3. Day 14 (unpaid): Send firmer reminder. Mention terms explicitly.
4. Day 21 (unpaid): Call client directly. Document the call.
5. Day 30 (unpaid): Escalate to founder with payment history.
6. Log every status change in CRM.

Quality Checks

• No invoice is forgotten — every one tracked to closed
• Templates used — no custom writing unless client is upset
• Founder only involved at day 30+

Escalation

Any payment dispute or client pushback → immediate founder escalation, regardless of stage.

SOP #5: Subcontractor Quote Request

Purpose

Solicit, track, and organize sub quotes for a bid package. Return a clean comparison sheet to the estimator.

Trigger

Estimator requests quotes for a specific scope.

Tools Required

• Bid package with drawings
• Sub database
• RFQ email template
• Bid leveling spreadsheet

Step-by-Step Process

1. Receive scope and deadline from estimator.
2. Identify 3-5 qualified subs per trade.
3. Send standard RFQ with scope, drawings, deadline, format.
4. Log each RFQ in tracking sheet with timestamp.
5. Follow up Day 3 with any sub who hasn't confirmed.
6. On deadline, collect all quotes. Flag any missing.
7. Enter into bid leveling sheet with scope inclusions/exclusions.
8. Submit comparison to estimator within 24 hours of deadline.

Quality Checks

• Minimum 3 qualified quotes per trade
• All quotes leveled like-for-like
• No sub ghosted — every RFQ gets a confirm, decline, or follow-up

Escalation

If fewer than 3 quotes come back for any trade, escalate to estimator before leveling step.

SOP #6: CRM Data Hygiene

Purpose

Keep the CRM clean, accurate, and deduplicated — weekly maintenance ritual.

Trigger

Every Friday, 1 hour.

Tools Required

• CRM access
• Dedupe tool if available

Step-by-Step Process

1. Pull list of records modified this week.
2. Review every new record for completeness.
3. Merge duplicate records.
4. Update pipeline stage for any record with activity in past 7 days.
5. Flag stale records (30+ days no activity) for founder review.
6. Export summary: new records, deals closed/lost, pipeline value.
7. Send summary to founder Friday EOD.

Quality Checks

• No duplicate records
• Every new record has minimum required fields
• Pipeline stages reflect actual reality

Escalation

If a deal has been stuck in the same stage for 45+ days, escalate for triage.

SOP #7: Weekly Status Report

Purpose

Compile weekly operational snapshot: what happened, what's next, what's stuck.

Trigger

Every Friday, by 4 PM.

Tools Required

• CRM, project tool, finance dashboard, team outputs

Step-by-Step Process

1. Pull numbers: new leads, deals closed, revenue, invoices, payments.
2. List projects delivered this week.
3. List projects scheduled for next week.
4. Flag stuck items with owner and blocker identified.
5. Note any team issues or client complaints.
6. Format into standard template.
7. Send to founder by 4 PM Friday.

Quality Checks

• Numerical first, narrative second
• Never late
• Stuck items never hidden

Escalation

Any missed KPI beyond 20% below target → flag with red highlighting.

SOP #8: Content Approval Loop

Purpose

Move content from draft to approved to published without bottlenecking the founder.

Trigger

Any content piece (blog, email, social, ad) submitted for review.

Tools Required

• Google Docs
• Publishing platform
• Brand guidelines

Step-by-Step Process

1. Receive content in approval queue.
2. First pass: check against brand, tone, factual accuracy.
3. Flag issues with comments. Return to writer if fixable.
4. Batch founder-ready content into weekly review slot.
5. Once approved, schedule for publishing.
6. Archive approved content with date, channel, and performance tag.

Quality Checks

• Founder only sees content that passed first-pass check
• All content scheduled, not published ad-hoc
• Rejected content gets specific, actionable feedback

Escalation

Legal, regulatory, or PR-sensitive content → always escalate regardless of first-pass result.

SOP #9: Vendor Management

Purpose

Maintain, renew, and troubleshoot relationships with all SaaS tools and service vendors.

Trigger

Monthly review, plus any vendor issue or renewal.

Tools Required

• Vendor tracker spreadsheet
• Password manager
• Finance access

Step-by-Step Process

1. Maintain master vendor list: name, purpose, monthly cost, renewal date.
2. Review monthly. Flag renewals in next 30 days.
3. Confirm each renewal is still needed.
4. Negotiate renewals — most vendors offer 10-20% off to keep you.
5. Cancel unused tools with 30 days notice.
6. Escalate any cost increase over 15% to founder.
7. Update tracker monthly.

Quality Checks

• No vendor auto-renews without review
• Total SaaS spend visible month-over-month
• Unused tools don't linger

Escalation

Any vendor outage or security incident → immediate founder notification, then follow vendor SOP.

SOP #10: End-of-Day Report

Purpose

Close out every day with a summary of what was done, pending, blocked.

Trigger

Every business day, 5:00 PM.

Tools Required

• Daily task list
• Inbox
• Project tool

Step-by-Step Process

1. Review today's task list. Mark complete/incomplete.
2. Summarize completed items in 1 line each.
3. List any items that didn't get done — with reason why.
4. List anything blocked and who the blocker is.
5. List tomorrow's top 3 priorities.
6. Send EOD report to founder by 5:00 PM.

Quality Checks

• EOD never skipped — even on slow days
• Blockers named explicitly
• Priorities set today, not tomorrow morning

Escalation

If same item appears as blocked for 3 days, escalate for resolution.

VA Performance KPI Dashboard

The exact KPI framework Get Ninja uses to track a VA's output, response time, task completion, and client satisfaction. Build it in any spreadsheet tool in 15 minutes.

Why Track VA KPIs

VAs fail for two reasons: (1) no one told them what good looks like, or (2) no one was measuring. A KPI dashboard solves both. When the VA knows what they're being measured on before they start, performance goes up automatically.

The dashboard has three parts: daily logging, weekly targets, and monthly review.

The 6 Core KPIs

Daily Log Template

The VA fills out one row per day. This is the raw data that drives everything else:

Dashboard Formulas

Once you have the Daily Log set up, these formulas drive the top-of-dashboard KPI cards:

Weekly 1:1 Review Template

Every Friday, the manager and VA walk through 5 conversations:

1. Wins this week. What are you most proud of? What should I celebrate?
2. Stuck items. What did you try to do that you couldn't finish? What got in the way?
3. Process improvements. What's one thing we could change about how we work that would make you 20% more effective?
4. Training needs. What skill, tool, or context would help you do your job better?
5. Looking ahead. What are your top 3 priorities next week? What do you need from me?

Diagnostics Section

Pull these metrics to spot patterns:

• Total tasks logged — volume over time
• Days logged — consistency check
• Most productive day — what's different about it?
• Least productive day — what blocked them?
• Days missing EOD report — discipline signal

The Delegation Matrix

A 2×2 matrix every operator should memorize. Decide exactly what to delegate, automate, or eliminate — in under 60 seconds per task.

The Matrix

Every task falls into one of four quadrants based on two questions:

• How much does it cost me to do? (time, energy, opportunity cost)
• How much value does it create? (revenue, strategy, relationships)

The quadrant determines the action.

Score Your Current Tasks

List the 15 tasks that take the most of your time this week. Score cost (1-5) and value (1-5). Plot them on the matrix.

Scoring Guide

• Cost 1: Takes <15 min/week, requires no focus
• Cost 3: Takes ~2 hrs/week, requires moderate focus
• Cost 5: Takes 5+ hrs/week, drains creative energy
• Value 1: Business runs fine if I stop doing this today
• Value 3: Business degrades slowly if this stops
• Value 5: Business dies within weeks if this stops

Task Worksheet

Quadrant Actions Explained

🛡️ PROTECT (High Cost, High Value)

These are the tasks that only you can do: strategy, vision-setting, hiring senior team, fundraising, key client relationships. Guard this time aggressively. Calendar-block it, no exceptions. The mistake most founders make is trying to delegate these — you can't, and you shouldn't.

⚡ DELEGATE (Low Cost, High Value)

The highest-ROI quadrant for bringing in help. These tasks create real value but don't require founder-level skill. Examples: calendar management, inbox triage, CRM updates, client follow-ups, takeoffs, research. This is where a pre-trained VA pays for themselves in week one.

🤖 AUTOMATE (Low Cost, Low Value)

These shouldn't consume human attention at all. Examples: auto-responses, newsletter filtering, invoice reminders, standard notifications, expense categorization. If a task is cheap to do and low-value, the answer is a Zapier/Make.com automation or a Gmail filter — not a human.

🗑️ ELIMINATE (High Cost, Low Value)

The killer quadrant. These are tasks that drain you for no reason — status meetings no one needs, reports no one reads, processes that survived because no one questioned them. Stop doing them. Delete them. Kill the upstream process that generated them.

VA Job Description Library

12 ready-to-post job descriptions for the most common VA roles. Copy, customize with your company details, and post.

How To Use

Each JD is structured identically: Role, Responsibilities, Required Skills, Nice-to-Have, Benefits, and Application. Replace any [Your Company] placeholders with your details, then post to JobStreet, OnlineJobs.ph, LinkedIn, Indeed.

JD #1: Construction Estimator (Virtual)

About the Role

Experienced construction estimator working directly with a US-based general contractor. You'll prepare bid packages, run takeoffs, and coordinate subcontractor quotes on real commercial and residential projects.

What You'll Do

• Run material and quantity takeoffs using Bluebeam, PlanSwift, or similar
• Prepare scope sheets and bid packages
• Solicit and level subcontractor quotes
• Review drawings and specifications for discrepancies
• Support the estimating team with bid tracking and documentation

Required

• 3+ years experience as a construction estimator
• Proficiency with Bluebeam Revu, PlanSwift, or On-Screen Takeoff
• Strong math skills — able to pass a 45-min takeoff and pricing test
• Excellent written English
• Reliable high-speed internet and quiet home office

Nice to Have

• Experience with US construction standards and terminology
• Familiarity with CSI MasterFormat
• Experience coordinating with GCs, subs, and owners directly

What You'll Get

• Full-time remote position, flat monthly salary
• Paid training on US estimating standards
• Long-term client engagement
• Performance-based bonuses and annual raises

How to Apply

Apply with: (1) CV, (2) short Loom video (max 3 min) walking through your estimating experience, (3) link to a sample takeoff or bid (redact client info).

JD #2: Executive Assistant to CEO (Virtual)

About the Role

Sharp, proactive EA supporting a US-based CEO directly. You'll own calendar, inbox, travel, and client communications — without being micromanaged.

What You'll Do

• Manage the CEO's calendar and meeting pipeline
• Triage and respond to the CEO's inbox
• Book travel and handle logistics
• Prepare meeting briefs, agendas, follow-ups
• Update CRM with client interactions
• Manage personal tasks as needed

Required

• 3+ years as EA, VA, or chief of staff to a senior leader
• Excellent written English (C2 level)
• Organized, proactive, good judgment without being told
• Google Workspace, Slack, at least one CRM
• Reliable internet, quiet workspace, webcam

Nice to Have

• Experience supporting a US-based executive
• Familiarity with Monday, Asana, ClickUp
• Background in ops, HR, or client management

What You'll Get

• Full-time remote, flat monthly salary
• Close working relationship with CEO
• Ongoing training and development
• 13th month pay and performance bonuses

How to Apply

Apply with: (1) CV, (2) Loom video (max 3 min) introducing yourself, (3) written response to: 'Your CEO has 3 conflicting meeting requests for the same slot — a client, a prospect, and an internal team member. How do you handle it?'

JD #3: Sales Development Representative (Virtual)

About the Role

SDR generating qualified meetings for a US-based sales team. You'll run cold email campaigns, handle inbound leads, and book discovery calls.

What You'll Do

• Build and execute cold outbound email campaigns
• Qualify inbound leads via email, phone, LinkedIn
• Book discovery calls for senior sales team
• Update CRM daily with every touch
• Meet weekly booked-meeting quota

Required

• 1+ year in SDR, telesales, or outbound sales
• Excellent spoken and written English
• Comfortable on phone and video
• Familiarity with HubSpot, GHL, or Salesforce
• Hungry, coachable, competitive

Nice to Have

• Experience selling into US SMBs or construction
• Apollo, Instantly, or Smartlead experience
• LinkedIn outreach background

What You'll Get

• Full-time remote, base + uncapped commission
• Full sales training using proven framework
• Career path to full closer role

How to Apply

Apply with: (1) CV, (2) 2-min Loom cold pitch where you 'sell' us on a product of your choice, (3) your best previous month's booked-meeting count.

JD #4: Appointment Setter (Virtual)

About the Role

Full-time appointment setter handling inbound leads and booking qualified discovery calls. High-volume, phone-heavy work.

What You'll Do

• Call and message inbound leads within 5 minutes of submission
• Qualify leads against ideal client profile
• Book discovery calls on sales team's calendar
• Follow up with no-shows and reschedules
• Keep CRM records up to date in real time

Required

• Customer-facing or phone-based work experience
• Excellent spoken English
• Comfortable making 50+ calls per day
• Resilient — handles rejection without losing momentum

Nice to Have

• Previous appointment setter experience
• GoHighLevel or similar CRM experience

What You'll Get

• Full-time remote, base + per-booked-call commission
• Scripts, tools, training provided
• Weekly performance bonuses

How to Apply

Apply with: (1) CV, (2) 60-second voice memo reading: 'Hi, this is [name] calling about the information you requested on our services — is now a good time?'

JD #5: Virtual Bookkeeper

About the Role

Detail-obsessed bookkeeper handling day-to-day finance for a US-based business. AP, AR, bank rec, and month-end close.

What You'll Do

• Categorize daily transactions in QuickBooks Online
• Reconcile bank and credit card accounts monthly
• Process accounts payable and receivable
• Prepare monthly financial statements
• Liaise with CPA at tax time

Required

• 2+ years as a bookkeeper, ideally for a US company
• QuickBooks Online certified or equivalent
• Strong grasp of accrual accounting
• Excellent attention to detail

Nice to Have

• Xero, Bill.com, or Expensify experience
• Construction or services industry background

What You'll Get

• Full-time or part-time remote, flat monthly rate
• Long-term engagement with stable client
• Paid certification renewal

How to Apply

Apply with: (1) CV, (2) QuickBooks certification, (3) written explanation of how you would reconcile a bank account with 3 outstanding transactions not in the books.

JD #6: Graphic Designer (Virtual)

About the Role

Mid-level graphic designer for day-to-day creative: social graphics, ad creatives, landing page visuals, pitch decks.

What You'll Do

• Design social media graphics and ad creatives
• Support marketing campaigns with branded assets
• Build and maintain brand guidelines
• Edit and refine existing templates
• Collaborate with marketing team on new creative directions

Required

• 2+ years as graphic designer in fast-moving environment
• Mastery of Figma, Illustrator, Photoshop
• Portfolio showing typography, layout, brand consistency
• Excellent written English

Nice to Have

• Experience designing for construction, B2B, or SaaS
• Motion design or video editing skills

What You'll Get

• Full-time remote, flat monthly rate
• Paid access to all design tools
• Creative autonomy within brand guidelines

How to Apply

Apply with: (1) portfolio link, (2) CV, (3) one example of a brand rebrand or visual identity project you're most proud of.

JD #7: Customer Support Specialist (Virtual)

About the Role

Customer support specialist handling client inquiries, troubleshooting, and ensuring every client has a world-class experience.

What You'll Do

• Respond to client emails, chats, tickets within SLA
• Troubleshoot common issues using knowledge base
• Escalate complex issues to right internal team
• Maintain knowledge base with new solutions
• Track customer satisfaction and identify patterns

Required

• 1+ year in customer support, preferably for a US company
• Excellent written English
• Calm, empathetic, solution-focused
• Familiarity with Zendesk, Intercom, or Freshdesk

Nice to Have

• SaaS or tech support experience
• Experience writing SOPs and KB articles

What You'll Get

• Full-time remote, flat monthly rate
• Ongoing training on new products
• Performance bonuses for CSAT scores

How to Apply

Apply with: (1) CV, (2) sample support response to: 'A client is upset because their monthly report is 2 days late and they have a board meeting tomorrow.'

JD #8: Social Media Manager (Virtual)

About the Role

Social media manager owning LinkedIn, Instagram, and Facebook end-to-end. Strategy, scheduling, engagement, analytics.

What You'll Do

• Build and execute monthly content calendars
• Write and schedule posts across LinkedIn, IG, FB
• Engage with comments and DMs daily
• Monitor analytics and report weekly on performance
• Coordinate with design for visual assets

Required

• 2+ years managing social media for a brand
• Excellent written English with strong voice
• Familiarity with Buffer, Hootsuite, or Later
• Understanding of organic growth principles

Nice to Have

• Paid social experience (Meta Ads, LinkedIn Ads)
• Construction or B2B service industry experience

What You'll Get

• Full-time remote, flat monthly rate
• Creative ownership of channels
• Tool stack fully covered

How to Apply

Apply with: (1) CV, (2) links to social accounts you managed, (3) 3 sample post ideas for a construction VA staffing company.

JD #9: Virtual Recruiter

About the Role

Recruiter sourcing, screening, and interviewing candidates for VA roles on behalf of US-based clients. Owns the funnel from post to offer.

What You'll Do

• Write and post JDs on JobStreet, LinkedIn, OnlineJobs.ph
• Screen applicants using structured interview guides
• Run first-round video interviews
• Coordinate second rounds with hiring managers
• Keep ATS up to date with every candidate touch

Required

• 2+ years recruiting in the Philippines VA market
• Excellent written and spoken English
• Structured, process-oriented, fast
• Comfortable with video interviews

Nice to Have

• Experience recruiting for construction or executive roles
• ATS experience (Workable, Greenhouse, Lever)

What You'll Get

• Full-time remote, flat monthly rate + per-hire bonus
• Full training on interview frameworks

How to Apply

Apply with: (1) CV, (2) number of VAs placed in last 12 months, (3) current time-to-hire for an estimator role.

JD #10: Project Manager (Virtual)

About the Role

Remote PM coordinating client projects from kickoff to delivery. Owns timelines, team coordination, client comms.

What You'll Do

• Build and maintain project timelines in Monday or Asana
• Run weekly client status meetings
• Coordinate internal team deliverables
• Identify and unblock risks early
• Deliver weekly status reports to clients and founder

Required

• 3+ years in project management, preferably services or construction
• PMP or equivalent certification preferred
• Strong written and verbal English
• Ruthlessly organized

Nice to Have

• Construction or estimating industry experience
• Background with US clients

What You'll Get

• Full-time remote, flat monthly rate
• Full tool stack covered
• Direct line to founder

How to Apply

Apply with: (1) CV, (2) PMP certification if applicable, (3) write-up on last project managed — scope, team, outcome.

JD #11: Data Entry & Admin Specialist (Virtual)

About the Role

Meticulous data entry and admin specialist handling high-volume, detail-critical work: CRM updates, spreadsheets, document prep.

What You'll Do

• Enter and update records in CRM and spreadsheets
• Clean and deduplicate data
• Prepare and format documents
• Run weekly data audits
• Support team with ad-hoc admin tasks

Required

• 1+ year in data entry or admin role
• 99%+ data entry accuracy
• Proficient with Google Sheets and Excel
• Comfortable with at least one CRM

Nice to Have

• VLOOKUP, pivot tables, basic formulas
• Experience with construction or services data

What You'll Get

• Full-time or part-time remote, flat monthly rate
• Training on any new tools provided

How to Apply

Apply with: (1) CV, (2) 3-min timed data entry test we'll send after application.

JD #12: Marketing Assistant (Virtual)

About the Role

Marketing assistant supporting a fast-moving marketing team. Content coordination, email campaigns, analytics, research.

What You'll Do

• Schedule and publish email campaigns
• Coordinate content production with writers and designers
• Pull marketing analytics weekly
• Research competitors and target audiences
• Support marketing lead with ad-hoc projects

Required

• 1+ year in a marketing role
• Strong written English
• Familiarity with Mailchimp, GHL, or ActiveCampaign
• Organized and deadline-driven

Nice to Have

• Basic design skills (Canva)
• Google Analytics or similar experience

What You'll Get

• Full-time remote, flat monthly rate
• Growth path into full marketing roles
• Ongoing training

How to Apply

Apply with: (1) CV, (2) 3 emails you wrote (links or attachments), (3) favorite marketing campaign in last 12 months and why.

The 30-Day VA Onboarding Checklist

A day-by-day roadmap so your new VA hits full productivity in under 30 days. The exact playbook Get Ninja uses with every client placement.

Why 30 Days Matters

Most failed VA placements die in the first 14 days — not because the VA wasn't good, but because the onboarding wasn't structured. Founders hire, throw a few tasks over the wall, and expect magic. Three weeks later: missed deliverables, confused VA, frustrated founder, and the hire quietly dies.

This checklist prevents that. Every task is assigned to YOU (founder/ops lead) or VA (new hire). Check each box. If you fall behind, pause new tasks until you catch up.

Week 1 — Foundation

Day 1 — Welcome & Access

• ☐ YOU: Send welcome email with team intros, mission, 90-day vision
• ☐ YOU: Grant access: email, Slack, project tool, time tracker, drive
• ☐ YOU: Share password manager (1Password/LastPass/Bitwarden)
• ☐ YOU: 30-min kickoff call — intros, expectations, tools walkthrough
• ☐ VA: Confirm logins work, send screenshot of setup
• ☐ VA: Set up Hubstaff/time tracker and start logging

Day 2 — Business Context

• ☐ YOU: Share company overview, ICP, core offers, pricing
• ☐ YOU: Walk VA through org chart and communication norms
• ☐ VA: Read all onboarding docs; take notes and questions
• ☐ VA: End of day: send 5 questions about anything unclear

Day 3 — SOP Library

• ☐ YOU: Share SOP library (or 10-SOP Starter Pack)
• ☐ YOU: Walk VA through top 5 SOPs they'll own
• ☐ VA: Read all 5 SOPs twice. Flag anything confusing.
• ☐ VA: Ask clarifying questions in Slack — don't hoard them

Day 4 — First Supervised Task

• ☐ YOU: Pick one low-stakes task from the Delegate quadrant
• ☐ YOU: Do it together on screen share — narrate your thinking
• ☐ VA: Take notes. Ask "why" at every decision point
• ☐ VA: Re-do the same task alone at end of day. Send for review.

Day 5 — Feedback & First EOD

• ☐ YOU: Review Day 4 task output. Give specific feedback.
• ☐ YOU: Set up EOD report template (done / stuck / next)
• ☐ VA: Send first EOD report — this becomes daily ritual

Week 2 — Shadow & Own

Day 8 — Shadow Day 1

• ☐ YOU: VA shadows you on 3 different task types via screen share
• ☐ VA: Document each task into a simple SOP template
• ☐ VA: Submit draft SOPs by EOD

Day 9 — Review SOP Drafts

• ☐ YOU: Review the 3 SOPs VA drafted. Edit and approve.
• ☐ VA: Re-execute each task solo using the SOP they wrote

Day 10 — First Solo Block

• ☐ VA: Run a 2-hour solo block on an owned task
• ☐ YOU: Review output — specific feedback, not vague "good job"

Day 11 — Weekly 1:1

• ☐ YOU: 30-min weekly 1:1. What's working? Stuck? Unclear?
• ☐ YOU: Adjust task list based on VA's strengths

Day 12 — Add Second Task Type

• ☐ YOU: Introduce a second recurring task
• ☐ VA: Same cycle: shadow → draft SOP → execute → review

Week 3 — Independence

Days 13-14

• ☐ VA: Own 2 recurring task types entirely. Check-ins at EOD only.
• ☐ YOU: Review EOD reports daily. Respond to questions within 4 hours.

Day 15 — Midpoint Check

• ☐ YOU: Mid-onboarding review: on track? Red flags?
• ☐ YOU: If off-track: diagnose — unclear SOP? missing tool? skill gap?
• ☐ VA: Give honest feedback on your onboarding experience

Days 16-18

• ☐ VA: Continue recurring tasks. Add 1 new per day if smooth.
• ☐ YOU: Start pulling yourself OUT of daily review — move to sampling

Days 19-20 — KPIs Live

• ☐ YOU: Define 3-5 KPIs for the role and set up dashboard
• ☐ VA: Start reporting KPIs daily in EOD report

Week 4 — Ownership

Days 21-25

• ☐ VA: Run full task load independently. Flag exceptions only.
• ☐ YOU: Weekly 1:1 only. No daily check-ins unless VA asks.
• ☐ VA: Suggest at least 1 improvement to an existing SOP

Days 26-29

• ☐ YOU: Introduce next layer — owning a process, not just tasks
• ☐ VA: Take ownership of a mini-project end-to-end

Day 30 — Graduation Review

• ☐ YOU: 30-day review: hit criteria? Ready for independence? Retain?
• ☐ YOU: If YES: expand scope. If NO: diagnose or replace.
• ☐ VA: Self-assessment: what went well? what's unclear?

Success Criteria — What "Done" Looks Like on Day 30

• ☐ VA is running 3-5 recurring task types without daily supervision
• ☐ All SOPs for owned tasks are documented and used
• ☐ Daily EOD reports are consistent, specific, include KPIs
• ☐ You're spending less than 30 minutes per day managing the VA
• ☐ Your time audit shows at least 10+ hours/week reclaimed
• ☐ VA can explain business context (ICP, offers, team) in their own words
• ☐ Weekly 1:1 is a conversation about priorities — not stuck items