Executive Virtual Assistant (Marketing & Operations)

GetTalenta; Poland; On-site; PLN 87,116 - 145,193; Part time

Job summary

A virtual assistant service in Poland is hiring an Executive Virtual Assistant to assist two sister brands in marketing and travel. The ideal candidate will be highly organized and able to manage various tasks including client onboarding, calendar management, and CRM updates. Familiarity with tools like Notion and GoHighLevel is essential. This role offers 20-30 hours of work per week with a requirement for some schedule overlap with EST and Pacific Time.

Qualifications

• Must be highly organized and comfortable managing multiple tasks.
• Previous experience with CRM systems is a plus.
• Ability to provide support for a book launch.

Responsibilities

• Handle client onboarding and manage project folders.
• Schedule calls and manage inbox effectively.
• Keep CRM pipelines updated and task lists organized.

Skills

Organizational skills

Detail-oriented

Fast learner

Tools

Notion

GoHighLevel

Meta Planner

LinkedIn Scheduling

Canva

Job description

We're hiring an Executive Virtual Assistant to support two sister brands — one in marketing and the other in travel/lifestyle. The responsibilities are almost identical across both, with the travel brand including light support for an upcoming book launch.

If you’re highly organized, comfortable juggling multiple tasks, and enjoy working behind the scenes to keep things moving — this might be a great fit.

What You’ll Be Doing

• Handle client onboarding — send/collect agreements and set up folders/checklists.
• Manage inbox and calendar—reply with prepared responses, schedule calls, log notes and tasks.
• Keep CRM pipelines updated (GoHighLevel) — tags, forms, links, follow-ups.
• Maintain a Notion task and content calendar.
• Schedule approved posts on Meta Planner and LinkedIn.
• Update simple Canva templates (checklists, proposals, story frames).
• Send a short weekly progress summary.

Book Launch Support (Travel Brand Only)

• Keep a light launch timeline in Notion.
• Build outreach lists (reviewers, bloggers, influencers, podcasts).
• Send first-pass outreach emails from templates.
• Track replies and organize screenshots/testimonials.

Tools You’ll Be Using

• Notion (must be comfortable)
• GoHighLevel (training can be provided if needed)
• Meta Planner + LinkedIn Scheduling
• Canva (basic edits)

What We’re Looking For

• Fast learner — comfortable figuring things out
• Detail-oriented (no missed links, wrong names, or messy files)
• Someone who enjoys checklists, structure, and keeping things tidy

Availability & Compensation

20–30 hours/week

Monday–Friday with 2–3 hours daily overlap in EST / Pacific Time