Position: Admin & Operations Support VA
Engagement Type: Part-Time | Remote
ROLE PURPOSE
The Virtual Assistant (VA) will provide operational and administrative support to the client’s business, a performance marketing agency serving independent service-based businesses. This role is designed to:
- Streamline administrative tasks
- Maximize project management efficiency
- Support reporting and content preparation
- Assist in client communications and task coordination
- Support basic design and content needs using Canva
This VA will work closely with the founder, contractors, and team to ensure smooth operations and effective client service delivery.
PRIMARY RESPONSIBILITIES
- Admin & Operations Support
- Review recorded client calls and extract actionable tasks
- Create and organize tasks in monday.com | Outpace everyone with the best AI work platform ; assign to appropriate contractors
- Monitor emails and extract action items for project management
- Assist with client communications (text/email/video calls) as needed
- Provide end-of-day updates summarizing completed tasks and pending actions
- Reporting & Analytics Support
- Prepare monthly performance reports for clients
- Collect screenshots from Google Ads, Google Analytics, SEMrush, SpyFu, etc.
- Organize and annotate reports with clear explanations
- Ensure reports are accurate and ready for client review
- Content & Design Assistance
- Basic content creation and formatting
- Prepare graphics and visuals using Canva
- Collaborate with contractors to consolidate content and designs
TOOLS & PLATFORMS
- Project Management: monday.com | Outpace everyone with the best AI work platform (task creation, workflow management, pipeline tracking)
- Reporting/Analytics: Google Ads, Google Analytics, SEMrush, SpyFu
- Document & File Management: Google Drive, Google Sheets, Docs
- Design: Canva
- Communication: Slack, email, occasional video calls
SKILLS & QUALIFICATIONS
- Administrative Expertise: Strong organizational skills; detail-oriented
- Project Management: Comfortable handling multiple tasks and prioritizing efficiently
- Tech-Savvy: Familiarity with monday.com | Outpace everyone with the best AI work platform , Google Suite, and analytics platforms
- Content/Design Skills: Proficiency in Canva and basic content writing
- Reporting: Ability to generate clear and visually understandable client reports
- Communication: Excellent English (written and verbal) for client and team interactions
- Proactive & Self-Directed: Ability to work independently and manage time effectively
IDEAL PROFILE
- Experienced in supporting small businesses or agencies
- Familiarity with performance marketing reporting and operations is a plus
- Comfortable coordinating with contractors and client teams
- Ability to synthesize information from calls, emails, and analytics into actionable tasks
- Reliable internet connection and ability to work in overlapping UK time zone hours (flexible, approx. 1–1.5 hrs daily check-ins)
WORK STRUCTURE
- Initial Commitment: 7-8 hours/week for the first month
- Daily Check-Ins: Review calls, emails, and plan tasks in monday.com | Outpace everyone with the best AI work platform
- Reporting: End-of-day summary and weekly target alignment
- Initial Hours: 7–10 hours/week (to fix in 10hrs per week after 1 month)