Virtual Assistant & Administrative Operations

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TYPE OF WORK

Full Time

SALARY

800/Month

HOURS PER WEEK

40

DATE UPDATED

Apr 1, 2026

JOB OVERVIEW

ABOUT DRAX SOCIAL

DRAX Social is a full-service social media production agency. We build strategy, execute full production, handle editing, manage social media channels, run influencer partnerships, and help scale businesses across platforms. We are a fast-moving, creative-first team that operates at the intersection of brand storytelling and data-driven content strategy.

We are growing and we need an organized, proactive Admin VA who can hold down the operational backbone of the agency while supporting both our Social Media Manager and our Founder directly. This is not a passive role — we need someone who anticipates needs, closes gaps, and keeps things moving without being asked twice.

ROLE OVERVIEW

The Admin VA sits at the center of DRAX's day-to-day operations. You will support project management, handle scheduling and coordination, manage administrative tasks, assist with financial organization, and serve as a personal assistant to Alex (Founder and Lead Creative Ops). You will work closely with the Social Media Manager and will be a key connector across the team, ensuring nothing falls through the cracks.

This role is ideal for someone who thrives in a fast-paced creative environment, loves systems and organization, communicates clearly and professionally, and genuinely enjoys making things run smoothly behind the scenes.

RESPONSIBILITIES
Accounting & Budget Support
Maintain and update agency budgets and budget trackers in Google Sheets or Excel
Build and organize spreadsheets for project expenses, vendor costs, and shoot budgets
Help plan and forecast budgets for photo and video productions (shoots, equipment, talent, locations)
Track invoices, payments received, and outstanding balances
Draft and send invoicing emails to clients on behalf of the team
Organize receipts, expense records, and financial documents in Google Drive
Flag overages, payment gaps, or financial inconsistencies to the appropriate tea ---------- mber

Planning & Scheduling Coordination
Schedule and confirm Zoo ---------- etings, calls, and internal syncs across the team
Make appointments and manage calendar logistics for Alex and the Social Media Manager
Send booking confirmations to cast and crew for all production shoots
Send email confirmations and scheduling communications for podcast guests
Create and organize project folders in Google Drive and ---------- according to DRAX naming conventions
Set up project management tasks and timelines in applicable tools
Document & Asset Creation
Create and format editing docs, revision trackers, and feedback sheets
Build strategy docs, content idea documents, and creative briefs from notes or direction given
Format and organize shot lists for photo and video productions
Draft SOPs (Standard Operating Procedures) and process documentation as directed
Prepare client-facing documents such as proposals, onboarding packets, or reports
Maintain document templates and ensure all docs follow DRAX brand standards

Personal VA Support (Alex / Founder)
Manage Alex's email inbox: triage, flag priority messages, draft responses, and organize threads
Help Alex prioritize her daily task list and keep her focused on the highest-impact work
Send Alex and the Social Media Manager daily reminders, task updates, and priority check-ins
Proactively identify gaps in the schedule, workflow, or project pipeline and flag them before they become problems
Research vendors, tools, services, or candidates as needed and compile findings into summaries
Handle miscellaneous personal tasks and errands that can be completed remotely

Client & Influencer Operations Support
Assist with influencer outreach tracking, follow-ups, and communication logs
Maintain a running contact database for clients, vendors, talent, and partners
Support client onboarding coordination including contract tracking and welcome communications
Monitor and flag client deliverable deadlines to ensure the team stays ahead of schedule
Help prepare client reports or performance recaps as directed by the Social Media Manager

General Agency Administration
Monitor and route incoming messages across business email and DMs to the right tea ---------- mbers
Maintain an organized Google Drive and ---------- with consistent folder structures and file naming
Research and compile industry news, competitor insights, or platform updates when requested
Keep team SOPs up to date and accessible
Take notes during team calls and distribute action items afterward

WHAT WE'RE LOOKING FOR

Organized
You build systems naturally. Folders, trackers, and checklists are your love language.
Proactive
You notice what's missing before you're asked. You close gaps and give direction without waiting to be told.
Clear Communicator
You write professional emails, format clean documents, and communicate with confidence.
Tech-Savvy
Comfortable with Google Workspace, Zoom, project management tools, and social platforms.
Discreet
You handle sensitive information about clients, finances, and personal tasks with full confidentiality.
Adaptable
Creative agencies move fast and change often. You pivot with ease and stay calm under pressure.
Detail-Oriented
Typos, missed deadlines, and sloppy formatting are not in your DNA.


TOOLS & PLATFORMS

Familiarity with the following is a plus. Training on agency-specific tools and workflows will be provided.

Communication
Gmail, Slack, Zoom
Project Mgmt
Trello, Hey Orca
File Management
Google Drive, Google Docs, Sheets, Slides
Social Platforms
Instagram, TikTok, YouTube, LinkedIn, Facebook, X (Twitter)
Scheduling
Zoom Calendar, Google Calendar, Hey Orca or similar scheduling tools
Design / Docs
Canva (basic), Google Slides, Microsoft Office
Finance
Google Sheets (required), QuickBooks or Wave (a plus)


GROWTH POTENTIAL

DRAX Social is actively scaling. As we grow across more clients, platforms, and brands, this role has the potential to expand into a full-time Operations Manager or Executive Assistant position. The right person will grow with us.

We invest in people who show up consistently, communicate transparently, and take ownership of their lane. If that is you, there is a long-term home here.

HOW TO APPLY

To be considered for this role, please submit the following:

A brief introduction telling us who you are and why this role is a fit for you
Examples of systems, folders, trackers, or documents you have built or managed
Your availability and preferred working hours
Any tools or platforms you are proficient in
Your rate or compensation expectations

SKILL REQUIREMENT
Attention to Detail Communication Budget Management
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