Marketing & Executive Virtual Assistant

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Position Overview

We are seeking a highly organized, proactive, and detail-oriented Marketing & Executive Virtual Assistant to support a growing leadership and business coaching practice. This role will focus on helping the founder consistently market her coaching services, manage administrative tasks, improve organization, and ensure important projects continue moving forward.

This position is ideal for someone who enjoys supporting purpose-driven entrepreneurs, has strong marketing execution skills, and can take ownership of follow-up and project coordination without constant supervision.

The successful candidate will act as a trusted right-hand support person who can help transform ideas into completed deliverables while maintaining the authentic voice and brand of the founder.

Core Responsibilities

Social Media Management & Content Support

• Repurpose existing content into engaging social media posts
  
• Format content into Canva carousels, graphics, and visual assets
  
• Create and schedule Instagram content
  
• Assist with LinkedIn content formatting and publishing
  
• Maintain brand consistency and voice across platforms
  
• Coordinate content calendars and publishing schedules
  
• Ensure all content receives client approval before posting
  
• Support future growth into short-form video content
  

Graphic Design & Content Creation

• Design worksheets, coaching resources, and client-facing materials
  
• Create lead magnets and downloadable resources
  
• Format documents and presentations
  
• Design branded Canva assets
  
• Maintain visual consistency across all marketing materials
  

Email Marketing Support

• Format and proofread email newsletters
  
• Upload and schedule email campaigns
  
• Verify links, formatting, and call-to-actions
  
• Assist with email list management
  
• Support MailerLite campaigns and automation updates
  
• Repurpose existing content into email communications
  
• Review and organize incoming emails written in French using translation tools (e.g., Google Translate/DeepL) to ensure proper sorting, tagging, and prioritization even if the VA is not fluent in French
  

Executive & Administrative Support

• Organize and prioritize inbox communications
  
• Flag urgent or time-sensitive emails
  
• Track pending responses and follow-ups
  
• Assist with task management and accountability
  
• Follow up on outstanding action items
  
• Maintain organizational systems and workflows
  
• Ensure important tasks do not fall through the cracks
  

Calendar & Scheduling Support

• Manage and optimize booking systems
  
• Update Calendly and Google Calendar booking pages
  
• Coordinate appointments and scheduling requests
  
• Assist with workshop and event scheduling as needed
  

Website Support (Secondary Responsibility)

• Make minor website updates through Squarespace
  
• Upload workshop and event information
  
• Update website content as requested
  
• Assist with maintaining website accuracy
  

Required Skills & Experience

• Previous experience as a Virtual Assistant, Executive Assistant, Marketing Assistant, or similar role
  
• Strong Canva skills
  
• Social media content formatting and scheduling experience
  
• Email marketing experience
  
• Excellent written English communication skills
  
• Strong attention to detail
  
• Highly organized and process-oriented
  
• Ability to work independently
  
• Strong follow-up and accountability skills
  
• Comfortable working with established brand guidelines
  
• Experience supporting coaches, consultants, or service-based businesses is preferred
  

Preferred Tools

• Canva
  
• MailerLite
  
• Squarespace
  
• ClickUp
  
• Slack
  
• Google Workspace
  
• Google Calendar
  
• Calendly
  
• Google Drive
  
• Google Docs
  

Ideal Candidate Traits

The ideal candidate is:

• Proactive rather than reactive
  
• Comfortable taking initiative
  
• Organized and detail-oriented
  
• Reliable and responsive
  
• Strong communicator
  
• Able to manage multiple priorities
  
• Comfortable providing reminders and follow-up
  
• Solutions-oriented
  
• Professional and trustworthy
  
• Able to preserve and protect a personal brand voice
  

Important Success Factors

This role is not focused on sales outreach or cold prospecting.

The founder prefers to personally manage relationship-building and direct client outreach. Instead, the VA's role is to support marketing execution, organization, content repurposing, accountability, and administrative operations.

A successful VA will help ensure ideas are executed consistently, marketing efforts stay on track, and important tasks continue moving forward without requiring constant oversight.

Schedule

• Starting commitment: 10 hours per week
  
• Long-term ongoing support
  
• Flexible schedule with some overlap preferred
  
• Ability to communicate via Slack, email, WhatsApp, and occasional meetings
  

Growth Opportunity

As the coaching business grows, responsibilities may expand to include:

• Increased video editing support
  
• Additional content marketing initiatives
  
• Website management
  
• Marketing project coordination
  
• Expanded operational support
  

Experience Level Desired: Mid-level to Senior VA who can work independently

Most Important Trait: Proactive follow-through and accountability

Important Note: Client specifically wants a VA who can help keep projects moving forward, follow up on outstanding items, and remind her of pending tasks.

Client DOES NOT want:

• Cold outreach
  
• DM outreach
  
• Sales outreach
  
• Relationship-building done on her behalf
  
• Someone writing completely from scratch in a generic marketing voice
  

Client DOES want:

• Repurposing existing content
  
• Preserving her authentic voice
  
• Administrative support
  
• Marketing execution
  
• Graphic design support
  
• Email marketing support
  
• Someone who takes initiative