MEDIA VIRTUAL ASSISTANT
01 ABOUT THE CLIENT’S COMPANY The client’s company is a faith-based international family ministry committed to raising, restoring, and releasing families into Kingdom purpose. We operate at the intersection of faith, family life education, community development, and prophetic leadership. Our programming reaches families across Canada and globally through digital platforms, live events, and faith communities.
- Ministry Type: Faith-Based, Non-Profit, International
- Base Location: Edmonton, Alberta, Canada
- Reach: Canada, Africa, and global diaspora communities
- Core Focus: Family discipleship, wellness, relationships & Kingdom legacy
- Platforms: Subsplash App, Website, Email, Instagram, Facebook, YouTube, LinkedIn
- 2026 Programs: Reboot 360 Experience | Bloom in Your Wellness | Bloom in Your Relationships | Webinar Series
02 PURPOSE OF THIS BRIEF The client’s company is seeking a skilled, Kingdom-minded Media Virtual Assistant to provide comprehensive digital media support across all our platforms and ministry programs. This brief outlines the full scope of work, required skills, deliverables, and working expectations we are seeking as we formalize this role.
We are sharing this with our VA partner company to help identify the right individual (or team) whose skills, values, and capacity are aligned with the breadth and depth of this media support role.
03 ROLE OVERVIEW
- Role Title: Media Virtual Assistant — Full Portfolio
- Role Type: Contract / Part-time with potential to grow to full-time
- Reporting To: Ministry Director (The client’s company)
- Start Date: As soon as possible — May/June 2026 target
- Hours: Estimated 15–25 hours/week (flexible, deliverable-based)
- Time Zone: Must overlap with Mountain Standard Time (MST/MDT)
- Communication: Email, WhatsApp, Asana or ClickUp, weekly check-ins
04 SCOPE OF WORK The Media VA will carry a full portfolio across four core pillars:
4.1 Digital Media Production
- Design branded graphics for programs, events, announcements, and campaigns using Canva or equivalent
- Create promotional materials: flyers, banners, digital posters, email headers, and social media templates
- Develop and update media kits, one-pagers, and downloadable resources
- Support production of short-form video content: intro reels, program trailers, quote cards (video)
- Maintain a consistent visual identity aligned with The client’s company brand guidelines
- Design seasonal/campaign-specific materials (e.g. Reboot 360, Bloom Series, Webinar launches)
4.2 Social Media Management
- Manage and execute content calendars across Instagram, Facebook, and LinkedIn
- Draft, schedule, and publish posts using approved content and messaging
- Create Reels, Stories, carousels, and short-form video posts
- Monitor engagement: respond to comments, DMs, and community interactions in brand voice
- Track analytics and provide monthly performance reports (reach, engagement, growth)
- Research trending audio, hashtags, and content formats relevant to faith/family/wellness niches
- Coordinate social media campaigns tied to program launches and ministry milestones
- Support WhatsApp broadcast content distribution and list management
4.3 Technical & Platform Support
- Manage and update The client’s company website (WordPress or Subsplash CMS)
- Maintain the Subsplash App: content uploads, event listings, resource library updates
- Manage email marketing platform (Mailchimp or equivalent): list hygiene, campaigns, automations
- Set up and manage event registration pages and landing pages
- Troubleshoot tech issues across platforms (website, app, email systems, scheduling tools)
- Support Zoom/virtual event setup and recording management
- Maintain organized shared digital filing systems (Google Drive or equivalent)
- Assist with survey tools, form builders (Subsplash Forms, Google Forms), and data capture
4.4 Media Strategy & Content Support
- Support development and execution of quarterly content strategy
- Repurpose long-form content (sermons, interviews, blog posts) into social-ready formats
- Draft captions, blog posts, email newsletters, and campaign copy (faith-aligned voice)
- Research and source relevant content ideas, collaboration opportunities, and media trends
- Coordinate with guest speakers, ministry partners, and program participants for media needs
- Manage YouTube channel: uploads, thumbnails, descriptions, SEO tagging, and playlists
- Support podcast or audio content if launched (editing, show notes, distribution)
05 DELIVERABLES & OPERATING CADENCE
- Weekly: Social media posts (4–7 per week across platforms), Stories, engagement monitoring, scheduling
- Bi-Weekly: Email newsletter design & dispatch, content calendar review with Ministry Director
- Monthly: Social media analytics report, graphic asset refresh, website/app content update
- Per Program: Full campaign rollout: graphics, social posts, email sequence, landing page, and event support
- Ongoing: Tech platform maintenance, brand asset library management, digital filing
- As Needed: Video editing, podcast assets, media kit updates, copywriting support
06 REQUIRED SKILLS & QUALIFICATIONS
6.1 Must-Have Skills
- Proficiency in Canva (Pro preferred) for graphic design and branded content creation
- Social media management across Instagram, Facebook, LinkedIn, and YouTube
- Email marketing platform experience (Mailchimp, ConvertKit, or equivalent)
- Basic website management — WordPress or similar CMS
- Strong written communication skills — ability to write in a faith-aligned, professional voice
- Video editing for short-form content (CapCut, Adobe Premiere, or equivalent)
- Experience scheduling content using tools such as Buffer, Later, Hootsuite, or Meta Business Suite
- Comfortable working across multiple platforms and juggling varied deliverables
6.2 Strongly Preferred
- Experience supporting a ministry, non-profit, or faith-based organization
- Familiarity with Subsplash church/ministry app platform
- Podcast production or audio editing experience
- Basic SEO and YouTube optimization knowledge
- Experience with landing page tools (Elementor, Leadpages, MailerLite, or similar)
- Knowledge of faith/wellness/family content space
- Bilingual or multicultural communication awareness (given our global diaspora reach)
6.3 Personal Attributes
- Active Christian faith with alignment to Kingdom values and family ministry
- High attention to detail and brand consistency
- Proactive, self-directed, and reliable with minimal supervision required
- Culturally sensitive and able to create content for diverse family communities
- Able to handle sensitive ministry communication with discretion and confidentiality
07 TOOLS & SYSTEMS IN USE
- Ministry App: Subsplash (events, content, forms, community)
- Email Marketing: Mailchimp or equivalent
- Social Media: Instagram, Facebook, LinkedIn, YouTube, WhatsApp Broadcast
- Design: Canva Pro (primary), Adobe Creative Suite (if applicable)
- Video: CapCut, Adobe Premiere, or equivalent
- Project Management: Asana or ClickUp (TBD)
- Communication: Gmail, WhatsApp, Zoom
- File Storage: Google Drive
- Website: WordPress-based (or Subsplash site)
- Forms & Registration: Subsplash Forms, Google Forms
08 2026 PROGRAM CALENDAR — Media Support Needed The Media VA will be expected to provide launch-ready media support for the following upcoming programs and initiatives:
- Reboot 360 Experience (Q2 2026): Full social campaign, graphics, registration page, email sequence, event assets
- Bloom in Your Wellness (Q2 2026): Promo graphics, social content series, email campaign, landing page
- Bloom in Your Relationships (Q2/Q3 2026): Campaign media, social posts, event promotion materials
- The client’s company Webinar Series (June 2026 ongoing): Zoom event graphics, social announcements, post-event recap content
- Subsplash App Growth (Ongoing 2026): App content management, resource uploads, community engagement posts
- Q3 Community Newsletter (Quarterly): Email design, layout, and distribution coordination
- Annual Impact Campaign (Q4 2026): Impact report design, social media storytelling, donor/partner communications
09 WORKING ARRANGEMENT & EXPECTATIONS
9.1 Engagement Structure
- Initial 3-month contract with review and potential for ongoing/expanded engagement
- Deliverable-based model — weekly output expectations with check-in points
- Bi-weekly 30–60 minute video call with Ministry Director for alignment and planning
- Monthly review of performance, deliverables, and creative direction
9.2 Brand & Communication Standards
- All content must align with The client’s company brand guidelines (colours, tone, typography)
- Content voice: warm, empowering, faith-rooted, family-affirming, and professionally polished
- Drafts submitted for review before publishing — no independent posting without approval
- Confidentiality agreement required for all ministry communications, client data, and internal materials
9.3 Success Metrics
- Consistent, high-quality content published on schedule with no missed deadlines
- Growth in social media followers and engagement rates quarter-over-quarter
- Increased app downloads and Subsplash engagement
- Email open rates and click-through rates maintained above industry average
- Smooth, well-executed media campaigns for each program launch
- Positive director review at 30, 60, and 90-day check-ins
10 WHAT WE OFFER
- Opportunity to serve a meaningful, Kingdom-focused global ministry
- Clear scope of work with structured communication and planning support
- Growing ministry with expanding programs and digital presence
- Creative freedom within brand guidelines
- Flexible, remote work arrangement with a collaborative team
- Potential for role expansion as the ministry grows
- Portfolio-worthy work across international faith, wellness, and family ministry campaigns
11 HOW TO RESPOND TO THIS BRIEF Please provide the following in your response or candidate submission:
- Candidate profile/bio with relevant experience in digital media and faith/non-profit settings
- Portfolio samples or links demonstrating social media, graphic design, and email marketing work
- Confirmation of tool proficiency (especially Canva, social media scheduling tools, email platforms)
- Availability and proposed hours per week
- Rate structure (hourly or project-based)
- Brief note on personal faith/values alignment and any previous ministry or non-profit media experience
We are not just building a media presence. We are amplifying a Kingdom mandate. We look forward to receiving candidates who are skilled, Kingdom-aligned, and ready to serve families across the globe through the power of excellent digital media.