Project and Administrative Support Virtual Assistant

This is a fully remote position, open to applicants in United Kingdom.

📋 Description

• Oversee and refresh Google Sheets along with shared project trackers.

• Monitor project milestones, deliverables, deadlines, links, and media assets.

• Collaborate with freelancers to ensure assigned tasks are completed and documented.

• Maintain organized and up-to-date client-facing project information.

• Follow up on pending tasks and identify any delays or risks.

• Assist in maintaining project continuity during James's absence.

• Create brief daily updates or summaries.

• Daily management and organization of James's inbox.

• Prioritize urgent emails and respond to or draft replies for client and general inquiries.

• Ensure timely communication, aiming for responses within approximately one hour when feasible.

• Provide support for podcast projects from recording to delivery.

• Keep records of podcast episodes, media assets, video clips, and content deliverables.

• Coordinate with editors, designers, and other freelancers.

• Monitor incoming leads and website inquiries.

• Collect information and perform initial lead qualification via email, chat, or calls.

• Schedule meetings for qualified leads with James.

• Maintain lead and contact information in HubSpot.

• Follow up with prospects to nurture relationships.

• Conduct occasional client follow-up calls, including meeting confirmations and payment-related inquiries.

• Manage James's LinkedIn activity and potentially post around three times weekly.

• Prompt James for content ideas and draft LinkedIn posts for his approval.

• Assist with other social media administrative tasks.

• Help James stay organized through reminders and follow-ups.

• Identify tasks that are falling behind and proactively escalate urgent matters.

• Participate in a brief daily check-in as necessary.

⛳️ Requirements

• Prior experience in virtual assistance, administrative support, project coordination, customer support, or a similar capacity.

• Exceptional written and verbal communication skills in English.

• Highly organized with a strong attention to detail.

• Proactive and capable of following up without constant supervision.

• Inquisitive and comfortable seeking clarification when needed.

• Strong sense of ownership and accountability.

• Dependable, responsive, and able to manage competing priorities.

• Professional, courteous, and confident in communication with clients and prospects.

• Ability to work independently while keeping stakeholders informed.

• Comfortable using spreadsheets, shared documents, email, and online systems.

• Proficiency in Google Workspace, HubSpot, and LinkedIn is highly preferred.

• Experience in lead qualification, client communication, or CRM management is advantageous.

• Familiarity with content creation, podcasts, video, or creative projects is a bonus.

• Experience with Canva, Riverside, social media platforms, basic video/content editing tools, and international calling/dialer platforms is helpful or advantageous.

• Willingness and ability to learn new platforms.

• Availability to work during UK morning hours, with a daily check-in potentially around 9:00 AM UK time.

• Minimum commitment of 20 hours per week.

🏝️ Benefits

• Part-time schedule of approximately 20 hours per week initially.

• Opportunity to transition to full-time after a successful initial period.

• Semi-flexible schedule.

• Training and guidance available where appropriate.

• Remote work arrangement.