Digital Publishing and Personal Operations VA for London CEO

# Digital Publishing and Personal Operations VA for The AdTech Diary

The AdTech Diary is looking for a reliable Digital Publishing and Personal Operations VA to support our London-based CEO and help make sure he is properly covered across publishing, LinkedIn, inboxes, tasks, follow-ups and day-to-day organisation.

This is a remote freelance contractor role in the media/advertising sector and would suit someone based in the Philippines with experience in virtual assistance, content admin, LinkedIn support, online publishing, inbox organisation, Notion, ChatGPT and executive support.

The role is part digital publishing assistant, part LinkedIn assistant and part personal operations assistant.

The AdTech Diary runs a fast-moving digital publishing, content and commercial workflow across LinkedIn, Substack, Slack, Outlook, Notion, Office 365, Canva and ChatGPT.

The main goal is simple: help turn ideas, messages, tasks and publishing activity into an organised system so the CEO can focus on business growth.

Trust, reliability and proactivity are essential. This role involves access to private messages, unpublished content, business information and important working systems, so we need someone who is careful, discreet, dependable, caring and able to take ownership once trained.

## What this role is really about

This role is about having the CEO covered.

The right person will help make sure important messages are not missed, publishing tasks keep moving, follow-ups are tracked and the day-to-day noise is organised properly. You have complete permission to chase, remind, follow-up, push and organise.

We need someone dependable, calm, caring and proactive. Someone who can be trusted to keep an eye on things, flag what matters and help the CEO stay ahead rather than constantly catching up.

This is not just an admin role. It is a support role built around reliability, trust and ownership.

The person we hire needs to be the kind of person who does what they say they will do, communicates clearly, is not afraid to ask and does not let things quietly slip.

## Main responsibilities

You will support four main areas.

## Personal operations and organisation

* Help organise ideas, notes, links and tasks
* Turn messy notes into clear task lists
* Maintain a daily priority list
* Track deadlines, follow-ups and open loops
* Keep a “waiting on” list updated
* Help organise the CEO’s week and keep work moving
* Remind the CEO of important actions that may have been missed (he is very busy)
* Keep documents, spreadsheets and trackers updated
* Chase basic follow-ups when instructed
* Help reduce admin overload by keeping things structured
* Create and maintain simple systems to organise content, tasks, ideas and follow-ups

## Digital publishing support

* Format articles in Substack
* Prepare LinkedIn posts for review
* Upload and organise drafts
* Check links, names and dates
* Pull quotes and snippets from longer articles
* Create simple headline options
* Maintain a digital publishing calendar
* Track draft, scheduled and published content
* Save final published links
* Organise article notes, research links and content ideas
* Repurpose longer content into smaller approved assets
* Update Canva templates for simple LinkedIn or newsletter visuals
* Resize and organise digital content assets

## LinkedIn support

* Post approved content to LinkedIn
* Schedule approved LinkedIn posts when required
* Monitor LinkedIn messages
* Flag important LinkedIn messages
* Monitor comments on posts
* Track useful replies, reactions and conversations
* Monitor connection requests
* Flag relevant connection requests for approval
* Keep a list of interesting people, companies and agencies engaging with the content
* Draft simple LinkedIn replies for approval
* Help organise LinkedIn content ideas and audience feedback
* Save screenshots or links to useful LinkedIn activity when needed
* Track published LinkedIn posts and performance notes

## Inbox and communication support

* Monitor selected Slack channels
* Flag important Slack messages from stakeholders and peers.
* Monitor Outlook inbox and identify priority items
* Prepare daily summaries of messages, emails and tasks
* Draft simple replies for approval
* Highlight urgent messages clearly
* Summarise key conversations
* Keep communication follow-ups organised

## Tool stack

You must be comfortable using:

* Office 365
* Outlook
* Word
* Excel
* LinkedIn
* Slack
* Substack
* Canva
* Notion
* ChatGPT

You do not need to be an expert in every tool, but you should be confident enough to use them daily, follow instructions and learn the workflow quickly.

For ChatGPT, the role may involve using it to help summarise notes, organise ideas, draft simple admin replies, clean up task lists and prepare structured publishing workflows. You must still use judgement and check the output carefully.

For Notion, the role will involve keeping tasks, content ideas, publishing calendars, links, drafts and follow-ups organised.

For Canva, the role will mainly involve updating existing templates, resizing images, preparing simple post graphics and organising visual assets. This is not a full design role.

## Communication

Communication will mainly happen through Slack, WhatsApp and Microsoft Teams.

You should be comfortable using these tools daily for:

* Task updates
* Quick questions
* Sharing links and documents
* Flagging urgent items
* Sending daily summaries
* Joining occasional check-in calls when needed

You must be responsive during agreed working hours, especially during the London time overlap.

During agreed working hours, you should respond to urgent messages quickly and keep Slack, Teams or WhatsApp open. Non-urgent updates can be batched into the daily summary.

## Professional standards

This is a professional support role and requires a proper home working setup.

You must have:

* A current CV
* Valid ID for verification if requested
* Very strong written and spoken English
* A reliable computer or laptop
* Stable high-speed internet
* A quiet, professional home working environment
* A working webcam and microphone
* Good availability for video calls, voice notes and quick check-ins
* A well-presented, professional approach to communication
* The ability to join calls without background noise, interruptions or distractions

You must be comfortable communicating clearly by written message, voice note and video call.

This role is not suitable for someone without a reliable working setup, lots of distractions, a stable internet or a quiet place to work.

## Trust, reliability and proactivity

The most important parts of this role are trust, reliability and proactivity.

Tools can be learned. Processes can be taught. The right working style and attitude matters more.

We need someone who can be trusted with private messages, unpublished ideas, business information and access to important tools.

We need someone reliable enough that agreed tasks are done properly without constant chasing.

We need someone proactive enough to spot problems, flag priorities, keep things moving and remind the CEO of things before they get missed.

This is not a role for someone who waits passively for instructions every hour.

After onboarding, the goal is for you to become a trusted support person who reduces pressure, brings order to the workflow and helps the CEO stay focused.

## Working style

This role is designed to save time and increase head-space, not create more work or confusion.

There will be onboarding, basic checklists and clear processes at the start, but over time we need someone who can work independently and manage recurring tasks and processes without being reminded every day.

You should be comfortable:

* Taking ownership of repeatable tasks
* Following a process without constant supervision
* Spotting issues before they become problems
* Flagging priorities clearly
* Making sensible judgement calls within agreed boundaries
* Keeping the publishing and admin workflow moving
* Reminding the CEO of things that may have been missed
* Suggesting simple improvements to the workflow
* Using ChatGPT sensibly to speed up admin, summaries and organisation
* Keeping Notion clean, useful and up to date
* Asking clear questions when something genuinely needs a decision

The goal is for you to become a trusted support person who reduces admin, publishing and communication load.

This role is not suitable for someone who needs constant daily instructions, avoids asking clear questions or waits passively for every task.

## Decision rights and approval rules

At the start, most actions will need approval. Over time, once the workflow is clear and trust is built, you may be given more responsibility for repeatable tasks.

You may eventually be able to do the following independently once trained:

* Organise tasks, notes and links
* Update Notion trackers
* Prepare daily summaries
* Prepare publishing drafts
* Format approved content
* Upload approved drafts
* Track follow-ups and open loops
* Save LinkedIn activity, comments and message notes
* Accept clearly relevant LinkedIn connection requests if agreed
* Post content that has already been approved

The following will always need approval unless clearly agreed otherwise:

* Sending emails
* Sending Slack messages
* Sending LinkedIn messages
* Replying publicly on behalf of the CEO on LinkedIn
* Publishing unapproved content
* Editing approved content beyond formatting
* Accepting unclear or sensitive LinkedIn connection requests
* Rejecting important connection requests
* Changing account settings
* Editing the CEO’s LinkedIn profile
* Deleting, archiving or moving important files, emails, posts or messages

## Important boundaries

You will not send emails, Slack messages or LinkedIn messages without approval.

You will not accept LinkedIn connection requests without approval unless a clear process has been agreed.

You will not publish content live unless it has been approved.

You will not make editorial decisions or rewrite the core voice of the content.

You will not delete, archive or change important files, emails, messages or posts unless clearly instructed.

You will not rely blindly on ChatGPT output. Anything created with ChatGPT must be checked for accuracy, tone and common sense before it is shared or added to the workflow.

The role is about keeping the workflow organised, preparing digital content properly, managing the online publishing process and helping make sure nothing gets missed.

## Confidentiality

This role involves access to private messages, unpublished content, business conversations, publishing plans, personal admin and commercial information.

Confidentiality is essential.

You must not share, copy, reuse, discuss or distribute any information outside the role.

You must not use unpublished ideas, drafts, messages, screenshots, documents or business information for your own work or share them with anyone else.

## Security and access

You may be required to use a UK-based VPN supplied by us when accessing approved work tools and accounts.

This is for security, access management and consistency across platforms.

You must be comfortable following access instructions carefully, including:

* Using the supplied VPN when required
* Keeping login details confidential
* Not sharing access with anyone else
* Using approved devices and accounts only
* Following security instructions for LinkedIn, Outlook, Slack, Substack, Notion, Canva and other tools
* Reporting any login, access or security issues immediately

No personal VPNs, shared devices or password sharing.

Confidentiality and trust are essential for this role.

## What success looks like

Success means the CEO feels covered and supported.

Important messages are flagged.

Publishing work keeps moving.

Follow-ups are tracked.

Tasks are organised.

Deadlines are visible.

The inbox feels less chaotic.

LinkedIn activity is monitored.

Nothing important quietly disappears.

The right person will bring calm, structure and reliability to a fast-moving workflow.

After onboarding, the right person will help the CEO:

* Keep the inbox, Slack and LinkedIn messages under control
* Turn messy ideas into organised tasks
* Keep publishing activity moving
* Maintain a clear digital publishing calendar
* Track follow-ups and open loops
* Prepare approved content for publishing
* Spot important messages before they get missed
* Keep Notion, trackers and task lists up to date
* Reduce the amount of admin sitting in the CEO’s head

We need someone who can become proactive, organised and trusted once the workflow is clear.

## You should be

* Very strong in written and spoken English
* Very organised
* Reliable
* Good at summarising messages clearly
* Careful with details
* Professional, well-presented and confident on video calls
* Able to work from a quiet, reliable home office setup
* Comfortable sending voice notes and joining video calls when needed
* Comfortable using Office 365, Outlook, Word, Excel, LinkedIn, Slack, Substack, Canva, Notion and ChatGPT
* Confident posting approved content to LinkedIn
* Able to follow clear checklists
* Good at spotting important messages
* Comfortable drafting simple replies for approval
* Able to understand UK business communication
* Able to work independently once trained
* Trustworthy with confidential information
* Comfortable helping organise messy ideas, notes and tasks
* Calm and structured when dealing with a fast-moving workflow

Experience with newsletters, content operations, LinkedIn admin, virtual assistance, inbox management, social media scheduling, Canva template updates, Notion workspaces, ChatGPT or digital publishing admin would be helpful.

You do not need to be an expert in advertising technology. Attention to detail, reliability, strong English, organisation and good judgement matter more.

## Hours, pay and benefits

This is a long-term freelance contractor role for the right person.

Starting monthly pay: $400 USD per month

Payment: paid monthly in USD

Hours: 25 to 30 hours per week

The role will start with a 3-month probation period.

After the probation period, pay may be reviewed based on performance, reliability, quality of work, communication, trust and ability to work independently.

For the right person, this is intended to become a long-term role with The AdTech Diary.

Benefits include:

* Long-term remote role
* Paid monthly in USD
* Stable weekly hours
* Regular London time overlap
* Clear onboarding, systems and workflows
* Supplied UK-based VPN when required
* Opportunity to grow with The AdTech Diary
* Potential pay increase after 3-month probation
* Potential 13th month-style loyalty payment for long-term tea ---------- mbers, based on agreed terms, performance and length of service
* Experience supporting a London-based CEO across publishing, LinkedIn, operations, inbox management, Notion and AI-supported workflows

## Working hours

You must be available Monday to Friday with regular overlap with London working hours.

Required overlap:

Approximately 9am to 1pm London time, Monday to Friday but flexible.

This is usually 4pm to 8pm Philippines time, or 5pm to 9pm Philippines time when the UK is on winter time.

Additional hours can be completed flexibly, as long as daily tasks and deadlines are met.

For 20 to 30 hours per week, the likely schedule will be either:

* 20 hours per week: around 4pm to 8pm Philippines time, Monday to Friday
* 25 hours per week: around 4pm to 9pm Philippines time, Monday to Friday
* 30 hours per week: around 3pm to 9pm Philippines time, Monday to Friday

## Trial period and trial task

The role will start with a 3-month probation period.

The first step will be a paid trial task.

You will be given a small set of sample tasks, including:

* Organise a messy list of ideas into a clear task list
* Create a simple Notion-style publishing tracker
* Format one draft article for Substack
* Prepare a LinkedIn post for review
* Pull a few short quote snippets from a longer article
* Update a simple Canva template
* Review a sample inbox or message list
* Review sample LinkedIn messages and connection requests
* Create a short daily action summary
* Update a simple publishing checklist

## Daily update format

At the end of each working day, you will send a short update covering:

* Urgent items
* Completed tasks
* Blocked tasks
* Emails or messages needing review
* LinkedIn activity
* Publishing status
* Tomorrow’s priorities
* Anything you are waiting on

## How to apply

Please apply with:

* A copy of your CV
* A short summary of your VA, digital publishing, LinkedIn or operations experience
* Your availability in UK time
* Confirmation that you are comfortable with $400 USD per month for 25 to 30 hours per week
* Confirmation that you understand the role starts with a 3-month probation period, with potential pay review after that based on performance
* Confirmation that you have valid ID if verification is requested
* Confirmation that you have very strong written and spoken English
* Confirmation that you have a reliable computer, stable internet and a quiet professional home working setup
* Confirmation that you are comfortable with video calls, voice notes and regular check-ins
* Confirmation that you are comfortable using Office 365, Outlook, Word, Excel, LinkedIn, Slack, Substack, Canva, Notion and ChatGPT
* Confirmation that you are comfortable using a supplied UK-based VPN when required
* Examples of similar work if you have them
* A 5-bullet summary of why you would be a good fit for this role
* A short answer to this question: describe a time you helped organise someone else’s messy workload, inbox, content calendar or task system. What did you do?
* A short answer to this question: trust, reliability and proactivity are very important in this role. Can you give one example of a time you were trusted to manage work independently, spot issues or keep someone organised without being chased?

Thank you for your time.