About The Role
The
Lead Systems Designer is the Work Extractor. Their primary goal is to eliminate the Management Burden that causes busy clients to go MIA. You don't wait for instructions; you hunt for work. By performing digital audits, leading live shadowing sessions, and collaborating with the office-based Bench, you transform a client's messy daily routine into a streamlined, delegated machine within 48 hours of sign-up.
Key Responsibilities
- 1. Live Work Extraction & Shadowing
- The 15-Minute Shadow: Lead high-intensity onboarding calls where you watch the client work via screen-share. You narrate the logic while a Bench VA live-scribes the SOP in real-time
- The Reverse Interview: Instead of asking What do you want to delegate, you ask What is the one task making you want to quit your job to identify immediate pain points
- Process Decomposition: Translate brain-dumps and messy screen recordings into clean, logic-based Standard Operating Procedures (SOPs)
- 2. Digital Workflow Audits
- Sent Folder Deep-Dives: Perform Zero-Effort Extractions by reviewing client emails to identify repetitive tasks (scheduling, invoicing, follow-ups) that can be offloaded instantly
- Digital Footprint Diagnostics: Audit the client's website, socials, and calendars to find invisible work (e.g., broken links, unoptimized schedules) to present as proactive Quick Wins.
- Tool Implementation: Set up the Wing Tech Stack (LastPass, Slack, Project Management boards) to ensure secure, Day-1 operational readiness
- 3. Systems Engineering & Bench Collaboration
- The Bench-Build Bridge: Work physically on the office floor with Bench VAs. You are responsible for ensuring the VA understands the client's nuances before the account Goes Live.
- Asynchronous Capture: Manage the Loom-and-Leave and Voice-to-Task channels, turning client videos and voice notes into formal, executable tasks for the team
- Confidentiality Shielding: Act as the first point of contact for security, pitching our Managed Office protocols to nervous clients to ensure they feel safe sharing access
The Work Extraction Toolkit You Will Use
- The Three-Way GMEET: Hosting calls with the Client and a Bench VA to provide the Grand Reveal of a finished SOP by the end of a 20-minute meeting
- Passive Capture: Using Loom and WhatsApp voice notes to meet clients where they are on their phones or in the middle of their work
- Narratives Scribing: Teaching VAs how to capture screenshots and click-by-click instructions while you keep the client engaged and talking
Success Metrics
- The 24-Hour Win: Delivery of the first functional, approved SOP within 24 hours of client deposit
- Retention Velocity: Number of tasks successfully extracted and delegated within the first 7 days
- Ghosting Prevention: Percentage of assigned clients who complete a Shadowing Session vs. going MIA
Requirements
- Business Intuition: Ability to look at a CEO's messy calendar and immediately see 5 things a VA can do
- High Technical Literacy: Mastery of G-Suite, Slack, and PM tools (Asana, Trello, ClickUp, etc.)
- Consultative Presence: High EQ and Command of the Room to guide busy, stressed executives through a 15-minute sprint
- In-Office Requirement: You must be physically on the floor to lead the Bench VAs during live sessions
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
