VIRTUAL ASSISTANT - OPERATIONS, FINANCE AND MARKETING SUPPORT

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: TYPE OF WORK

Full Time

: SALARY

$1000/month

: HOURS PER WEEK

40

: DATE UPDATED

Sep 22, 2026

JOB OVERVIEW

VIRTUAL ASSISTANT - OPERATIONS, FINANCE AND MARKETING SUPPORT

We are a small, growing IT services company based in Auckland, New Zealand. We are looking for a reliable and highly organised Virtual Assistant who can take ownership of recurring administrative work and help keep the business running smoothly.

This is not a technical IT support role. The focus is administration, customer communication, finance support, research, reporting and marketing.

KEY RESPONSIBILITIES

Executive and Administrative Support
- Organise and triage email inboxes
- Identify messages requiring a decision or follow-up
- Draft routine emails and responses
- Manage calendars and coordinate meetings
- Take overflow phone calls and record accurate messages
- Prepare concise weekly briefings covering outstanding actions, decisions and risks
- Track commitments from emails, calls and meetings

Customer and Sales Support
- Conduct routine customer check-ins
- Record customer feedback, concerns and upcoming requirements
- Maintain prospect, referral and follow-up lists
- Conduct targeted outreach through social media and email
- Follow up on quotes, proposals and inactive opportunities
- Gather customer reviews and testimonials

Marketing and Research
- Draft social media posts and other marketing content
- Maintain a content calendar
- Repurpose existing content into posts, newsletters and website material
- Monitor competitors, their services, positioning and marketing
- Prepare daily summaries of relevant AI, technology and industry developments
- Coordinate approved website updates and customer communications

Finance and Supplier Administration
- Reconcile transactions in accounting software
- Chase missing receipts and supporting documents
- Follow up overdue customer invoices
- Prepare supplier invoices and payment information for approval
- Reconcile software supplier invoices against customer billing records
- Identify and report pricing, quantity or billing discrepancies
- Maintain supplier, purchasing, delivery and renewal records

Reporting and Documentation
- Prepare recurring customer reports using information supplied by the team
- Chase missing reporting information and maintain report templates
- Review customer documentation for completeness and flag missing information
- Maintain customer, vendor, warranty and renewal records
- Prepare procedure drafts, checklists and templates from notes or recordings
- Organise contracts, onboarding packs, proposals and company documents

REQUIRED SKILLS

- Excellent written and spoken English
- Strong organisation and attention to detail
- Reliable follow-through without constant reminders
- Comfortable taking ownership of recurring responsibilities
- Experience with email, spreadsheets, cloud storage and online communication tools
- Comfortable using AI tools for research, drafting and summarisation
- Able to communicate professionally with customers and suppliers
- Able to identify discrepancies and ask questions rather than guessing
- Careful with confidential company and customer information
- Stable internet connection and a quiet, suitable environment for business calls

Experience supporting an IT company, professional services business or small business owner would be useful but is not required.

WORKING HOURS AND STYLE

This is a full-time position working Monday to Friday, 8:00 am to 5:00 pm New Zealand time.

New Zealand operates at GMT+13 during daylight saving and GMT+12 during standard time. You must be able to work these hours consistently throughout the year.

We are looking for someone proactive who keeps clear records, follows work through to completion and communicates early when something is unclear or blocked.

SUCCESS IN THIS ROLE

- Administrative work is completed accurately and on time
- Important follow-ups are not forgotten
- Records and reporting remain current
- Problems and discrepancies are identified early
- The business owner only needs to handle decisions, approvals and exceptions

HOW TO APPLY

Please include:

1. A short introduction VIDEO explaining why you are suitable for this role
2. Your experience with administration, customer communication, and marketing
3. The software and AI tools you have used
4. Confirmation that you can consistently work Monday to Friday, 8:00 am to 5:00 pm New Zealand time
5. An example of a recurring process you have managed without needing regular reminders

Please begin your application with the words “Auckland VA” so we know you have read the full advertisement.

SKILL REQUIREMENT

Office and Administration Microsoft 365 English Proficiency

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VIRTUAL ASSISTANT - OPERATIONS, FINANCE AND MARKETING SUPPORT

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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