Virtual Assistant (Admin, Email & Marketing Support)

Role Overview

We are seeking a Virtual Assistant to support administrative operations, client onboarding, email management, social media scheduling, and newsletter formatting for a digital health platform.

This role is primarily process-driven, meaning templates and instructions will be provided. The ideal candidate is highly organized, comfortable following structured workflows, and able to manage communications and data accurately.

Scope of Work:

Email Management & Client Onboarding

• Manage inquiries forwarded to support@pelvy.app
• Send templated responses to new leads and clinics
• Organize and maintain email contact lists
• Send scheduled emails for:
  • Trial updates
  • Payment reminders
  • Business updates
  • Non-paying subscribers
• Create accounts for clinics in the company platform by:
  • Entering clinic details
  • Generating login credentials
  • Sending onboarding emails

Database & Information Management

• Enter clinic and clinician information into the internal dashboard
• Pull information from Google Docs and Google Sheets
• Maintain organized and accurate records

WordPress Website Updates

• Add clinician profiles and information to website pages
• Create and maintain a section for partner or client logos
• Update website content as needed

Content Management

• Pull clinician information from Google Docs
• Input and format content appropriately on the website
• Ensure pages remain visually consistent and well structured

Ongoing Website Support

• Make minor edits and improvements to existing pages
• Assist with formatting and maintaining content as the website grows

Social Media Scheduling

• Schedule posts prepared by the founder on:
  • Instagram
  • LinkedIn
  • Future platforms may include TikTok.
• Ensure posts go out on the correct schedule
• Monitor scheduled content and ensure proper formatting

Newsletter Creation & Formatting

• Format newsletters using Canva
• Apply consistent branding and clean layouts
• Prepare newsletters for three audiences:
  • Consumers (B2C users)
  • Clinicians
  • Investors
• Distribute newsletters via email using BCC lists

Task Management & Reporting

• Manage assigned tasks through Trello
• Provide regular updates via WhatsApp
• Submit weekly or end-of-day reports, including:
  • Hours worked
  • Tasks completed
  • Remaining hours for the week

Qualifications:

• Previous experience as a Virtual Assistant
• Strong administrative and organizational skills
• Experience managing email communications
• Familiarity with social media platforms (Instagram & LinkedIn)
• Ability to follow processes and templates accurately
• Good written English communication
• High attention to detail
• Preferred Skills:
• Experience with Canva and WordPress
• Experience formatting newsletters or marketing emails
• Familiarity with basic CRM or database management
• Experience working with startups or small teams

Tools Required:

• Google Workspace (Docs, Sheets, Drive)
• Canva
• WordPress
• Trello
• WhatsApp
• Email
• Internal web dashboard for account creation

Work Schedule & Hours:

• Flexible working hours
• Starting with 10–20 hours per week with possibility to become full-time
• Work preferably across Monday, Tuesday, Thursday, Friday
• Wednesday should be a lighter workday
• Weekend work is acceptable
• Time zone reference: AEST (Australian Eastern Standard Time)

Target Start Date:

• Within the next two to four weeks

 

Application Requirements:

• Resume/CV
• Portfolio or examples of Email management, success or creative (newsletters, social medias handled)
• At least two professional references
• VA to present samples provided to client