Welcome to the Administrative assistant round 4 interview
Please complete the following 4 mission objectives to the very best of your ability. Pay attention to time. Be sure to read all directions thoroughly before you begin completing your objectives. Details matter. You MUST send us your Submission Email BEFORE your cutoff time.
Good luck! 😀
Objective 1) Create an Airtable base
Airtable is a platform we use daily to maintain records and data within The Vegan Gym.
Your first objective is to create a questionnaire form for new clients. Collect the client’s name, email, phone number, birthday, and ALL other important information that you think would be necessary for us to know about new clients.
Ask yourself: What client information do coaches need to know to create comprehensive exercise and nutrition programs? What should we know about clients to connect with them and forge deep connections with them?
Then ask yourself: How would a team of coaches need to see this information organized?
You don’t need Airtable experience to complete this objective. It is a very user-friendly platform. You can create a free account and should utilize any tools or resources available to you. There are tons of great Airtable help articles online.
Here are your sub-objectives:
Create the new client questionnaire Airtable form and then fill it out and submit it as though you are a new client. Please add more clients if you have time. Be sure to add a coach-select field that lists all coaches on our team. And please be sure to make all fields “required” for all submissions.
Create the following views:
Create a view for our Operations Team where you can see all client contact information filtered alphabetically by last name (A-Z). The information included in this view should be the client’s name, email, phone number, coach’s name, birthday, and mailing address.
Create a view with all client information grouped by coach.
Create a Calendar view for client birthdays.
Any additional views you feel would be helpful for organization and data management.
You should watch this quick Airtable tutorial video before you begin this objective
Objective 2) Share your strategy for AI coaching process optimization
Businesses leverage AI (Artificial Intelligence) to streamline operations, from automating routine tasks like data entry and customer service to analyzing vast amounts of data for valuable insights. The Vegan Gym continues to set itself apart from others in the online fitness coaching space by keeping unreasonable hospitality and community at the core of what we do. That being said, as we work to grow our client base and our business, AI will be a helpful tool in maximizing our operational capacity.
Please create a detailed proposal for implementing AI technology to optimize coaching processes at The Vegan Gym and reduce coach workload by 20% over the next 6 months while increasing client support and engagement. This proposal should be tactical and actionable, including a clear explanation of what specific AI tools will be utilized. Please explain at least one example coaching process workflow with screenshots, diagrams, and supporting resources.
You should submit this document as a PDF with a hyperlinked table of contents (that is clickable in PDF format). The table of contents should be directly under the title, and the content of your document should begin at the top of page 2.
Create a Loom video presenting your idea. Add the link to your Loom at the top of the document.
Please use Montserrat font. Size 13 for normal font and size 26 for the title.
Objective 3) Analyze data for leadership
The Vegan Gym is dedicated to continual improvement, and data analysis plays a vital role in identifying opportunities for improvement.
We need you to analyze Coach Performance Metrics to identify trends, present data visually, and summarize performance. You can access the Coach Data by clicking here.
Ask yourself: What insights would be valuable for the Leadership Team to understand about these Coaches’ performance trends? How should you present this to the Leadership Team to ensure they can quickly and easily understand what changes each coach needs to implement?
Your objectives are to:
Prepare a comprehensive report that provides a detailed analysis of each coach’s performance, as well as how the team is performing overall. This report will be presented to the Leadership Team, who will utilize your assessment to conduct performance reviews and set goals for the next quarter. Please ensure your report includes key insights and observations, highlighting significant trends or patterns discovered during the analysis. Please include actionable recommendations for what each coach should focus on improving based on your findings.
Utilize graphs and visual models to compare and analyze the coach data. It is helpful to understand the trends of individual coaches, correlations of independent metrics, and comparisons of individuals to the group.
Keep your final assessment simple and focused on clear, actionable takeaways. We’re not looking for 20 graphs with 10 pages of notes. We’re looking for a simple 2 to 3-page document containing your key findings, graphs, and recommendations.
Please create a copy of the Coach Data spreadsheet for your graphs. For the Performance Report, please use Montserrat font. Size 13 for normal font and size 26 for the title.
Objective 4) Create a Newsletter TEASER
The Vegan Gym publishes a monthly newsletter to drive community engagement with our 60k+ email subscribers. Please write and design an email newsletter that provides maximum value to our audience. We want subscribers to read our emails and think, “Wow, these emails are SO valuable — I love reading them!!”
One of the main purposes of the monthly newsletter is to drive views and engagement to our valuable podcast episodes, YouTube videos, and other long-form “pillar” content. Since we’ve been publishing this newsletter for a few months now, please only include content that is 6+ months old in your newsletter.
Ask yourself: What subject line will drive open rates? How can you maximize the value of this email? Maybe you could include a fast, easy, high-protein recipe with a photo or provide some top tips for navigating the holidays. Also, how can you weave in a comment about the Vegan Superhero Academy to keep the fact that we offer coaching at the forefront of our audience's mind without it reading like a sales pitch or a direct call to action?
Here is an email newsletter we just sent to give you an idea of how we like structuring them, but please do not feel limited or confined to a certain format.
Please use Montserrat font.
Please note: Objective 2 is your top priority. Having a detailed plan for streamlining operations with AI is of utmost importance. The next assignment you should prioritize is Objective 4. After that, prioritize your final two objectives in order of what you feel is most important. If you do not get through all of the assignments, create a priority list (to-do list) for tomorrow detailing how you will tackle the remaining work on your plate.
Submission Email
Please email all of your objectives to me (leif@thevegangym.com) and copy Daphne (daphne@thevegangym.com) and Carly (carly@thevegangym.com).
Your email should have the following format:
Email Subject: Your Full Name - Completed Objectives
Email Body:
Your first and last name
Your phone number
Your mailing address
Objective 1: Share a link to your Airtable base with me (leif@thevegangym.com), Daphne (daphne@thevegangym.com), and Carly (carly@thevegangym.com) that grants us “Creator” access.
Objective 2: Link to your AI Process Optimization (PDF) hosted on Google Drive and your Loom elevator pitch. Be sure to check the share permissions to be sure we can open the PDF without requesting permission.
Objective 3: Link to your Coach Performance Report (Google doc) and your Coach Data spreadsheet (Google sheet). Be sure to check the share permissions to be sure we can open them.
Objective 4: PDF attachment or link to your newsletter email draft. If sharing a link, be sure to check the share permissions to be sure we can open it.
Note: Please hyperlink text to share links; don’t just paste a full URL in your email. It should look clean and professional. The hyperlinked text should make it clear what we are clicking on.
You are welcome to include any additional information you would like to share about the assignment or your application. For example, we would love to know what your spirit animal is.
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