[Hiring] Administrative & Marketing Virtual Assistant @Virtual Colleague Philippines

Role Description

Is seeking a proactive, highly organized, and personable Virtual Assistant to provide administrative and light marketing support for his speaking, coaching, and training business. The role is primarily administrative, with an initial focus on relaunching his newsletter before expanding into contact outreach, social media support, and ongoing business administration.

This is not a highly technical or video production role. Instead, Lee is looking for someone who is dependable, communicates exceptionally well in English, takes initiative, and can work independently with minimal supervision.

Primary Responsibilities

• Newsletter Management (Initial Priority)
  • Organise and maintain subscriber database (approximately 800 contacts)
  • Repurpose existing content, transcripts, and previous materials into newsletter content
  • Format newsletters professionally
  • Schedule and send newsletters
  • Maintain mailing lists
  • Monitor newsletter performance
  • Suggest improvements for future editions
• Contact Outreach
  • Support client relationship building through light outreach.
  • Send emails to existing contacts in manageable batches
  • Follow up with prospects when requested
  • Maintain contact database
  • Track responses
  • Keep outreach records updated
• Administrative Support
  • Provide general day-to-day administrative assistance.
  • Some inbox management
  • Calendar scheduling
  • Appointment coordination
  • Document organisation
  • File management
  • Data entry
  • Preparing simple documents
  • Research support as required
• Social Media Support
  • Provide light social media assistance.
  • Repurpose existing content into social posts
  • Schedule content using a scheduler which Lee has
  • Create simple graphics using Canva if needed
  • Monitor comments/messages where appropriate
  • Note: LinkedIn content will probably remain under Lee's management. The VA will support other social platforms as needed.

Secondary Responsibilities

• As the role develops, responsibilities may expand to include:
  • Customer follow-ups
  • CRM updates
  • Research projects for new work, lots of web searches
  • Event administration
  • Workshop support
  • New client assistance
  • Process documentation

Qualifications

• Excellent written and spoken English
• Outstanding organisational skills
• Strong administrative experience
• Newsletter/email marketing experience
• Excellent attention to detail
• Ability to prioritise work
• Self-motivated
• Resourceful
• Comfortable working independently
• Professional, friendly communication skills
• Able to work some UK/GMT hours, or with strong overlap into the GMT working day - not 100% needed though

Preferred Experience

• Experience supporting one or more of the following:
  • Coaches
  • Trainers
  • Consultants
  • Professional speakers
  • Small business owners
  • Executive coaching businesses

Preferred Tools

• Experience with some of the following is desirable:
  • Createsend (Campaign Monitor) — primary email platform
  • Zoho Email — used occasionally for larger mailouts, kept separate to protect sender reputation on Createsend
  • Google Workspace
  • Apple Pages and Microsoft Office
  • Canva
  • Google Drive
  • Calendly type app – Tidycal
  • Zoom
  • Social media scheduling tools
  • Basic CRM systems (preferred but not essential)

Personal Attributes

• Lee is looking for someone who is:
  • Friendly
  • Professional
  • Positive
  • Curious
  • Trustworthy
  • Highly organised
  • Proactive
  • Reliable
  • Able to solve problems independently
  • Comfortable making decisions without constant direction

Nice-to-Have Skills

• Copy editing
• Proofreading
• Basic graphic design
• Email marketing
• Customer service
• Research
• Content repurposing
• Confidentiality

Success Measures

• The successful VA will:
  • Successfully relaunch the newsletter
  • Maintain consistent communication with Lee's contact list
  • Reduce Lee's administrative workload
  • Deliver work with minimal supervision
  • Help improve business efficiency
  • Become a trusted long-term support partner

Important Client Preferences

• Highest Priority
  • Administrative support over technical skills
• Wants Someone Who
  • Uses initiative
  • Requires minimal supervision
  • Is friendly and professional
  • Can communicate confidently with clients
  • Works UK/GMT hours or close to it
• Does NOT Need
  • Heavy video editing
  • Complex graphic design
  • Advanced technical or automation expertise

Future Growth

• Lee expects the role to evolve over time. Once the administrative foundation is established, additional responsibilities may be delegated based on business needs.

Employment Type

• Part-Time (with potential to grow)
• Hours: Initially 10 hours per week