Virtual Assistant - Marketing and Administration

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TYPE OF WORK

Any

SALARY

$5.00 - $6.50/hour (To be negotiated)

HOURS PER WEEK

20

DATE UPDATED

Apr 16, 2026

JOB OVERVIEW

Virtual Assistant | Marketing & Administration Support
Overview
Our Australian based building company is seeking a highly organised and capable Virtual Assistant to support our marketing and administration functions. This role is integral to maintaining structure, consistency and communication across the business, with a strong focus on marketing execution and internal systems.
You will work closely with the director and management team in a fast-paced, professional environment, with the opportunity to grow alongside the business.
We offer flexible working times, your birthday off as a paid holiday, training and support for your growth and development, the ability to grow with the team and working from home.
To start we are looking for 20 hours per week with likely increase to required hours as skill ability is proven and work requirements increase.

Position Requirements
• Strong written and verbal English communication skills
• Proficient in Microsoft Office including Excel and Word
• Familiar with MacMail
• Experience with Canva for content creation
• Experience with creating Looms
• Working knowledge of WordPress
• Proficient in systems to manage social media marketing platforms
• High level of organisation and attention to detail
• Ability to manage multiple tasks and priorities efficiently
• Positive attitude and adaptable to change
• Strong problem-solving ability and initiative
• Good practical judgement and common sense
• Ability to identify issues and work towards solutions and continuously improve processes

Key Responsibilities
Marketing Execution
• Execute marketing tasks in line with the quarterly strategy
• Manage and maintain the marketing calendar across all platforms
• Schedule and publish content across social media, website and email channels
• Coordinate and publish monthly newsletters
• Assist with content creation including social media posts and video editing
• Update the website content as required
Customer Relationship Management
• Manage and maintain a customer relationship management system for all incoming leads
• Ensure all enquiries are captured, tracked and followed up within required timeframes
• Manage and implement “keep warm” email and engagement sequences
• Conduct monthly outreach to prospective clients
• Assist with appointment setting and client communication
Administration & Systems
• Provide personal assistant support to the director and management team
• Manage email correspondence and general administrative tasks
• Assist with data entry across various business systems (Xero, Buildexact)
• Create and maintain templates, documents and internal systems
• Upload invoices to Xero reporting & follow up missing invoices
• Maintain a structured filing system in Dropbox
Systems & Process Development
• Record and organise Loom videos for internal training, processes and procedures
• Create standard operating procedures for regular tasks
• Assist in developing and improving internal workflows and systems
Meetings & Coordination
• Book, confirm and coordinate weekly tea ---------- etings
• Prepare meeting agendas in advance
• Record meeting minutes and ensure all actions are tracked and followed-up
• Support weekly alignment processes with management

KPI 1 – Marketing Qualified Leads
• Target: Minimum 3 qualified 5 star leads per month
• All leads captured, tracked and followed up with no gaps in communication
KPI 2 – Marketing Execution
• Marketing calendar maintained and executed weekly
• Content, newsletters and website updates delivered on schedule
KPI 3 – CRM & Client Engagement
• All enquiries responded to within agreed timeframes
• CRM kept fully up to date with accurate tracking and notes
• Monthly outreach and engagement activities completed
KPI 4 – Meetings & Reporting
• Weekly meetings coordinated and documented
• Weekly reporting completed with clear summary of performance and priorities
KPI 5 – Administration & Systems
• Administrative tasks completed within agreed timeframes
• Invoices processed weekly and systems maintained accurately
• SOPs and internal systems continuously improved

Weekly Reporting
• Submit a weekly Loom video outlining progress, key outcomes and any challenges
• Provide a summary of performance across marketing platforms and client engagement
• Maintain and update weekly KPI reporting and CEO scorecard in alignment with business priorities

Preferred Experience
• Experience in residential construction or building industry
• Familiarity with Xero and Buildxact or similar estimating software
• Experience with all social media platforms and marketing platforms

Application Requirements
If interested, please submit a written application of 2 pages maximum and a short video outlining:
• Why you are interested in the position
• How your experience aligns with the position requirements and key responsibilities
• Your desired income
• Areas where you may require further training

SKILL REQUIREMENT
Online Forum Posting Canva English Proficiency
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