POSITION OVERVIEW
The Event Research & Multi-Brand Operations VA will serve as the central, full-time support for client’s portfolio of businesses, spanning multiple candle brands, apparel lines, physical product companies, and a growing series of large-scale nationwide event productions.
This role is both research-heavy and operations-focused, requiring a VA who can gather critical information, organize it into actionable insights, coordinate communication, assist in early-stage event structuring, and support future expansion into a multi-VA team.
The VA must also have strong communication skills, excellent written and spoken English, proactive research ability, and the versatility to support multiple brands with evolving operational needs.
Over time, this VA may become the lead VA who coordinates additional VAs as the business scales.
CORE RESPONSIBILITIES
Event & Venue Research (Primary Focus)
- Research potential event venues across multiple U.S. cities.
- Identify venue requirements, restrictions, capacities, rental fees, scheduling availability, insurance needs, etc.
- Create organized comparison sheets, venue summaries, and viability reports.
- Gather requirements for negotiations (policies, fees, contract considerations).
- Locate industry-relevant associations, local permitting requirements, and event regulations.
Competitor Intelligence & Vendor Mapping
- Identify competitor events in each target market.
- Research competitor vendors, create vendor lists with contact details, niche categories, product types, and price points.
- Track vendor social media, websites, portfolios, and participation history.
- Prepare outreach-ready lists for vendor acquisition campaigns.
- Organize competitive insights to help position the client’s events strategically.
Website Support, Cleanup & SEO Coordination
(client has 340+ URLs and multiple in-development sites)
- Review and clean up existing brand websites’ backend structure and content (under guidance).
- Add missing information, correct formatting, update product pages, and optimize basic site elements.
- Assist with SEO-related tasks such as keyword research, metadata updates, content cleanup, etc.
- Coordinate with Sarah for advanced SEO, funnels, and website tuning.
- Maintain website content organization across the growing number of brand domains.
Administrative & Daily Operations Support
- Maintain organized documentation for all event research, venue leads, vendor data, and market notes.
- Assist in policy research (event rules, marketplace guidelines, participation requirements).
- Schedule meetings with venues, vendors, collaborators, and local partners.
- Prepare summaries, briefs, and research packets for the client and his team.
- Manage spreadsheets, trackers, and project outlines as the operations expand.
- Send end-of-day reports summarizing all tasks and pending actions.
Brand Coordination & Early Design Assistance
Not the primary focus, but required as secondary support:
- Assist in organizing creative assets for candle brands, apparel, market booths, etc.
- Review the brand’s product lines and help prepare inspiration or reference boards for t-shirt concepts or merchandise.
- If the VA has design skill:
o Provide basic conceptual ideas for shirts or product graphics (optional, depending on skill).
- Collaborate with Matt’s wife (who builds the first version of the websites) to help with follow-up tasks and content improvements.
REQUIRED SKILLS & EXPERIENCE
- Exceptional English communication (written + spoken)
- Strong internet research, data gathering, and competitive analysis skills
- Excellent organizational abilities and documentation discipline
- Experience in event research, event coordination, or market/vendor research is a plus
- Proficiency in spreadsheets, Google Workspace, Notion/ClickUp tools
- Ability to manage many moving pieces across multiple brands
- Ability to work independently with minimal supervision
- Flexibility with work schedules, especially Friday afternoon to Monday availability as needed
- Basic understanding of SEO and website content structure (training available)
- Design familiarity is an advantage but not required for the main role
ADDITIONAL NOTES:
- Full-time (40 hours/week)
- Flexible schedule OK; weekends may require availability in the future.
- Long-term working relationship expected (multi-year).
- VA may later interface with U.S. vendors or partners verbally so strong English is mandatory. (future task)
- Target Start Date: After Christmas (exact date TBD)
Interested to apply must submit:
CV
Portfolio/Work Samples
Short cover letter highlighting experience in the same field/similar role