Virtual Assistant

Job Title:

Job Overview

highly organized and proactive Executive & Remote Operations Assistant

Key Responsibilities

Executive Support

• Manage complex diaries, calendars, and inboxes for leadership (primarily Rob; occasionally Romy).
  
• Schedule meetings, calls, travel, and personal appointments.
  
• Act as a gatekeeper by filtering communications, prioritizing requests, and protecting time.
  
• Handle personal administration: household services, bills, online errands, gift purchasing, and holiday planning.
  
• Prepare meeting notes, briefing packs, and follow-up action items.
  

Remote Business Operations

• Assist in preparing monthly cashflow updates, financial reports, and scenario modelling (with finance input).
  
• Maintain accurate business records (lead sheets, SBRR, client database).
  
• Monitor general inquiry inbox (“info@”) and ensure timely responses.
  
• Manage CRM: update contact lists, onboard clients, schedule check-ins.
  
• Generate and manage contracts using templates.
  
• Support HR admin: holiday tracking, staff contracts/renewals, disciplinary scheduling.
  
• Research and collate documentation for funding support.
  
• Liaise with accountants for invoices, reconciliations, credit control, and payment follow-ups.
  
• Generate invoices, reconcile deposits and receipts.
  
• Track project workflows, monitor deadlines, and ensure deliverables are met.
  
• Research new revenue streams, partnerships, and business opportunities.
  

Marketing & Communications Support

• Support social media planning and reporting (not direct posting).
  
• Update and maintain rate cards, websites, and CRM systems.
  
• Create and schedule Mailchimp campaigns.
  
• Draft blog posts, introductions, and internal communications.
  
• Manage online community groups (Facebook, WhatsApp): add members, post updates, and monitor discussions.
  

Ideal Candidate Profile

• 1–3 years of experience in executive assistance, remote operations, or business administration.
  
• Excellent communication, organizational, and multitasking skills.
  
• Proficiency with CRM tools, Microsoft Office/Google Workspace, and business software.
  
• Ability to work independently in a fast-paced environment.
  
• Detail-oriented with strong problem-solving skills.