Virtual Assistant – Marketing & Operations (EA + Marketing Coordination)

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: TYPE OF WORK

Full Time

: SALARY

$5.67

: HOURS PER WEEK

25

: DATE UPDATED

Mar 19, 2026

JOB OVERVIEW

About the Business

We are a purpose-led business supporting women to write powerful books, build meaningful businesses, and step into their identity as authors, leaders, and change-makers.

Behind the scenes, we operate with structure, precision, and high standards. Our systems, workflows, and execution are what allow the business to grow without chaos.

We are now looking for a Virtual Assistant – Marketing & Operations to support the day-to-day execution that keeps everything running smoothly.

---

About the Role

This is a part-time role (25 hours per week) focused on execution, coordination, and maintaining high standards across marketing and operations.

You will be responsible for ensuring that:

- Inbox and calendar are managed accurately
- Webinars and launches are executed without error
- Podcast and content are coordinated and scheduled on time
- Tasks are completed consistently and to standard

This role reports to the Operations Coordinator and works across marketing and operational workflows.

This is not a strategy role. It is a structured execution role for someone who is organised, detail-oriented, and reliable.

---

Core Responsibilities

Inbox & Communication Management
- Manage and organise inbox daily
- Respond to enquiries using templates
- Flag priority emails requiring escalation
- Maintain inbox structure and follow-ups

Calendar & Scheduling
- Manage bookings, reschedules, and calendar updates
- Coordinate meetings, webinars, and calls
- Set up Zoom links and manage access
- Ensure correct links, time zones, and details

Webinar & Launch Execution
- Set up and manage:
- Zoom links
- reminder email sequences
- replay pages
- thank you pages

- Duplicate and update email sequences
- Upload and manage webinar assets
- Execute post-webinar tasks:
- replay uploads
- follow-up emails
- list updates

Podcast Coordination
- Coordinate with Podcast VA (editing and production)
- Track podcast pipeline in Asana
- Ensure all assets are received on time
- Manage approvals and revisions
- Schedule podcast across platforms:
- hosting platform
- YouTube
- email (Klaviyo)
- social channels

Content Scheduling & Marketing Execution
- Schedule and publish pre-created content
- Maintain social media content calendar
- Upload captions, reels, and assets
- Ensure content is accurate and on time

Task Execution (Asana)
- Execute assigned tasks in Asana
- Update task status and progress
- Ensure all tasks include:
- clear objective and instructions (written and video where applicable)
- definition of done
- estimated time to complete
- owner, due date, and approval

- Flag missing or unclear task details

SOP & Process Adherence
- Follow all documented SOPs
- Update SOPs when processes change
- Flag inefficiencies, gaps, or repeated issues

General Admin Support
- Upload and organise files
- Manage forms, links, and backend systems
- Support onboarding and general customer communication

---

Role Structure

This is a 25-hour per week role.

Daily priorities are:

1. Inbox and calendar
2. Time-sensitive tasks (webinars, scheduling)
3. Task execution in Asana
4. Podcast coordination and content scheduling

---

Who This Role Is For

This role is ideal for someone who:

- Is highly organised and detail-oriented
- Works well within structured systems and processes
- Communicates clearly and professionally
- Is reliable and consistent in execution
- Can manage multiple tasks without losing accuracy
- Is comfortable working across tools such as Asana, email platforms, scheduling tools, and social media platforms

This role suits someone who takes ownership of their work and values completing tasks properly.

---

What You’ll Be Working In

- A structured, process-driven environment
- Clear expectations and defined workflows
- A growing business with multiple moving parts
- A team that values accuracy, consistency, and accountability

---

Details

- Remote role
- Part-time (25 hours per week)
- Flexible hours, with some overlap with Australian business hours preferred

---

How to Apply

Please include a short video (Loom or Google Drive link) answering:

1) Why this role appeals to you
2) Your experience with admin, marketing coordination, or operations
3) How you stay organised across multiple tasks and deadlines
4) An example of a task or project where attention to detail was critical
5) Your availability and hourly rate

---

This role is suited to someone who values structure, consistency, and high-quality execution.

Strong systems and reliable delivery are what keep this business moving.

SKILL REQUIREMENT

Asana Google Suite Kajabi

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Virtual Assistant – Marketing & Operations (EA + Marketing Coordination)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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