Admin & Operations Support VA

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

1. 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
  

1. 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
  

1. 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)