Role Overview:
We are seeking a highly organized and proactive Virtual Assistant to support a professional speaker specializing in compassion-focused healthcare presentations and media projects. The role focuses on managing outreach campaigns, maintaining client relationships, handling administrative workflows, and supporting light content creation.
This position is ideal for an AI-savvy, detail-oriented VA who can keep multiple moving parts on track while contributing creatively to social and professional content.
Scope of Work
- Outreach & Client Management
- Execute direct email outreach campaigns to potential clients
- Follow up on outreach responses and maintain communication pipelines
- Conduct follow-ups via email and phone calls
- Track leads, conversations, and booking progress
- Administrative Support
- Maintain organized records of client interactions and project timelines
- Ensure all tasks, bookings, and deliverables stay on schedule
- Assist with general coordination and day-to-day operations
- Billing & Financial Tracking
- Prepare invoices using provided templates
- Monitor payments and follow up on outstanding balances
- Track basic income and expenses for reporting
- Tax Preparation Assistance
- Compile annual financial summaries (income & expenses)
- Organize financial data for handoff to accountant
- Perform basic calculations (no advanced accounting required)
- Content Creation (LinkedIn & Social Media)
- Create and publish weekly LinkedIn content (short-form posts, captions, simple blogs)
- Adapt content from ideas, stories, or existing materials
- Optionally produce longer-form written content (a plus)
- Graphics & Creative Support
- Make minor edits to existing graphics (e.g., updating dates, text, or details)
- Create simple visual content for posts
- Suggest and utilize appropriate design tools
- AI Support
- Assist with AI-driven tasks to improve efficiency
- Execute basic AI workflows (content drafting, idea generation, etc.)
- Optimize processes where AI can save time
Qualifications:
- Proven experience as a Virtual Assistant, Administrative Assistant, or Outreach VA
- Strong written and verbal English communication skills
- Experience in email outreach, follow-ups, and client coordination
- Basic content creation skills (LinkedIn/social media)
- Familiarity with simple invoicing and tracking systems
- Strong organizational and time management skills
- Ability to work independently and manage priorities
- Preferred (Nice to Have)
- Experience supporting speakers, coaches, or service-based professionals
- Graphic design skills
- Experience with phone outreach or client calls
- Familiarity with healthcare or professional speaking industries
- AI Requirement
- Must be AI-savvy (“AI-forward”)
- Comfortable using AI tools to improve productivity and workflows
Ideal Candidate Profile:
- Keeps things organized without being asked
- Follows up consistently and doesn’t let tasks fall through the cracks
- Is comfortable balancing admin, outreach, and light creative work
- Understands how to use AI to save time and improve output
- Can take initiative while still aligning with the client’s voice and goals
Tools Required:
- AI tools (e.g., ChatGPT or similar platforms)
- Microsoft Office Suite:
- Word / Excel / PowerPoint
- Email platforms (e.g., Gmail/Outlook)
- Phone or dialer tools (VA may recommend suitable options)
- Graphic tools (e.g., Canva or similar – open to recommendations)
Shifts & Hours:
- Initial commitment: Minimum of 10 hours per week (part-time)
- Potential to scale hours based on workload and performance
- Work setup: Semi-flexible
- Initial phase: Must overlap with client’s working hours for collaboration
- Long-term: More flexibility as workflows stabilize
- Some tasks may require real-time availability (e.g., client follow-ups, phone calls)