Sales & Marketing Virtual Assistant – Long-Term, Part-Time to Full-Time

Sales & Marketing Virtual Assistant – Long-Term, Part-Time to Full-Time

We are a growing, family-owned branded merchandise company in the United States looking for a dependable, organized Virtual Assistant to join our team long-term.

We provide branded apparel, promotional products, drinkware, print materials, signs, gifts, awards, and other custom products for businesses and organizations.

We are looking for someone who can help take administrative, sales-support, and marketing tasks off the owners' plates so we can spend more time working with customers and growing the business.

This position will begin at approximately 20 hours per week, but we anticipate it could grow into a full-time position within the next 6 months.

We are specifically looking for someone who is interested in growing with our company and who would have the availability to transition to full-time if the position expands.

WHAT YOU WILL HELP WITH

Sales & Customer Support

* Build customer quotes and orders using DecoNetwork
* Create customer product presentations and proposals using SAGE
* Research promotional products based on customer needs, quantities, budgets, and deadlines
* Compare products, supplier costs, setup charges, production times, imprint areas, available colors, and other specifications
* Keep track of open quotes, presentations, and sales opportunities
* Follow up with customers who have received quotes or presentations but have not responded
* Help identify reorder opportunities from existing customers
* Make updates and revisions to quotes and presentations as customer needs change
* Maintain organized customer, project, and order information
* Assist with other routine sales and administrative tasks as needed

Marketing

* Help maintain our social media posting schedule
* Use ChatGPT to help create social media captions and marketing content using our established brand voice
* Prepare social media posts using photos, product information, and completed-project information we provide
* Create email marketing campaigns using SAGE
* Research products and themes for regular customer marketing emails
* Use ChatGPT to help develop subject lines, email content, calls-to-action, and other marketing copy
* Repurpose completed customer projects and product research into additional social and email marketing content
* Help us maintain a consistent marketing schedule even during busy production periods

Artwork & Product Mockups

Advanced graphic design is not required.

Basic Adobe Illustrator experience is preferred, but we are also open to someone who is comfortable learning the specific Illustrator tasks required for our workflow.

This role will include basic artwork handling. You will need to be able to:

* Open customer artwork in Adobe Illustrator
* Determine whether supplied artwork is vector or raster
* Recognize when artwork needs to be sent out for vectorization
* Place existing vector artwork onto our artboards or product templates
* Scale artwork proportionally to the correct imprint or decoration size
* Center and position artwork appropriately
* Make simple color changes when needed
* Create basic product mockups using supplied artwork
* Save and export files correctly for our workflow

You do not need to already know how to identify vector versus raster artwork. We can teach you this as part of our training. However, once trained, you will be expected to confidently recognize the difference and know when artwork needs to be sent out for vectorization.

You will not be expected to recreate complex logos, perform advanced graphic design, or manually vectorize difficult artwork.

SOFTWARE

You may work regularly with:

* SAGE
* DecoNetwork
* Adobe Illustrator
* ChatGPT
* Google Drive
* Email marketing tools
* Other common business software

Previous SAGE and/or DecoNetwork experience is strongly preferred, but NOT required.

If you have experience with either SAGE or DecoNetwork, please describe specifically what you have done within those programs.

Basic Adobe Illustrator experience is also preferred, particularly experience working with vector artwork, artboards, sizing, and simple product mockups.

We are willing to train an organized, capable person who is comfortable learning our specific systems and processes.

WHAT MATTERS MOST TO US

We are looking for someone who:

* Has excellent written English
* Pays very close attention to details
* Is highly organized and dependable
* Communicates clearly when they have questions
* Is comfortable learning new software and processes
* Can follow written procedures and training videos
* Is comfortable using AI tools such as ChatGPT
* Can research information and use good judgment rather than simply copying and pasting
* Double-checks quantities, spelling, customer information, product specifications, artwork sizing, and deadlines
* Can manage recurring tasks without needing to be reminded every time
* Is comfortable communicating professionally with customers
* Takes initiative and looks for ways to make processes more efficient
* Wants a stable, long-term position with room to grow
* Would be interested and available to transition from part-time to full-time as the position grows

Experience in promotional products, printing, branded merchandise, apparel, customer service, sales support, order processing, marketing, e-commerce, or similar industries is a plus.

SCHEDULE

This position will begin at approximately 20 hours per week.

We are looking for someone who can regularly work approximately 7:00 AM–11:00 AM U.S. Eastern Time, Monday–Friday, or a similar schedule with strong overlap during our U.S. morning business hours.

Because this role supports customer quotes, product presentations, revisions, and other time-sensitive requests, consistent overlap with our business day is important.

We anticipate this position may grow to approximately 40 hours per week within the next 6 months. Applicants should be interested in and available for a potential transition to full-time employment.

GROWTH OF THE ROLE

This position is expected to grow over time.

As your weekly hours increase, your responsibilities may also expand based on the needs of the business, your strengths, and the areas you are able to take ownership of.

The responsibilities listed above reflect what we need help with today, but they are not intended to be a permanent limit on the role.

As you learn our business and become more familiar with our systems, customers, products, and workflow, there may be additional areas you can help manage or eventually take over.

We also expect that having a dedicated Virtual Assistant will allow our business to grow, which may create new responsibilities, systems, and opportunities that do not exist yet.

We value initiative and would welcome someone who recognizes areas where they can help improve our processes, organization, customer follow-up, marketing, or day-to-day operations.

Our goal is to find someone who is interested in becoming a trusted long-term team member, taking increasing ownership of day-to-day processes, and growing with the company as the role develops.

COMPENSATION

Starting compensation is expected to be approximately $5–$7 USD per hour, depending on experience and ability.

There will be opportunities for increased hours, responsibility, and compensation as you learn our business and demonstrate your abilities.

We are not looking for a temporary freelancer. Our goal is to find someone who can become a trusted, long-term member of our team.

HOW TO APPLY

Please do not send only a generic cover letter.

At the very top of your application, tell us your favorite promotional product or branded item you have ever received.

Then answer the following questions:

1. Tell us about your previous virtual assistant, administrative, sales support, customer service, or marketing experience.
2. Have you previously worked in promotional products, printing, apparel, signage, branded merchandise, or a related industry?
3. Have you ever used SAGE? If yes, please describe specifically what you did within SAGE.
4. Have you ever used DecoNetwork? If yes, please describe specifically what you did within DecoNetwork.
5. What other software do you use regularly?
6. Have you used ChatGPT or another AI tool for work? If so, tell us how.
7. Have you created customer quotes, proposals, presentations, or sales follow-up emails before? Please describe your experience.
8. What experience do you have with Adobe Illustrator?
9. Are you comfortable learning how to identify vector versus raster artwork and properly place and size existing vector artwork on artboards or product templates?
10. Tell us about a time you had to learn a new software program or business process.
11. Are you available to regularly work approximately 7:00 AM–11:00 AM U.S. Eastern Time, Monday–Friday?
12. What hourly rate are you requesting?
13. Are you currently working for any other clients? If so, approximately how many hours per week?
14. This position will begin at approximately 20 hours per week but may become a 40-hour-per-week position within approximately 6 months. Would you be interested and available to transition to full-time if offered?
15. What is one area of a small business that you have helped improve, organize, automate, or take ownership of in a previous role?

Candidates who move forward may be asked to complete a short paid skills assessment before we make a final hiring decision.

We are looking for someone we can train, trust, and work with for years. If you are looking for a long-term opportunity where your responsibilities can grow along with the company, we would love to hear from you.