Project & Administrative Support Virtual Assistant

Virtual Colleague; Polska; Hybrid; PLN 55,000 - 83,000; Part time

Job summary

Virtual Colleague is seeking a highly organized Virtual Assistant to support project coordination, admin tasks, client comms, and lead qualification. The role collaborates with James and a network of freelancers to keep multiple projects moving and documents up to date.

Initial hours are approximately 20 per week on a part-time basis, with potential to transition to full-time as workload grows. Proactive communication and English fluency are essential.

Qualifications

• Experience in virtual assistance or administrative support is preferred.
• Strong written and spoken English communication.
• Organized, proactive, and able to manage multiple priorities.
• Familiarity with CRM tools and lead qualification is a plus.
• Able to work independently with minimal supervision.

Responsibilities

• Coordinate projects, track milestones, and update trackers.
• Manage emails and inbox with timely responses.
• Support podcast and content projects from recording to delivery.
• Qualify leads and schedule meetings with James.
• Maintain LinkedIn activity and draft content for review.
• Provide executive support and reminders for action items.

Skills

Excellent written English

Verbal English communication

Highly organized

Proactive with follow-up

Detail-oriented

CRM management experience

Lead qualification experience

Client communication

Content/podcast/video project exposure

Willingness to learn tools

Tools

Google Workspace

HubSpot

LinkedIn

Job description

Project & Administrative Support Virtual Assistant

We are looking for a highly organized, proactive, and detail-oriented Virtual Assistant to provide project coordination, administrative, client communication, lead qualification, and executive support.

The successful candidate will work closely with James and his network of freelancers to keep multiple projects moving, ensure information and project trackers are consistently updated, manage incoming communications, and make sure clients and leads receive timely and professional responses.

The role will initially start on a part-time basis (approximately 20 hours per week), with the potential to transition to full-time as the working relationship develops and the workload increases.

Scope of Work:

Project & Administrative Coordination

• Maintain and update Google Sheets and shared project trackers.
  
• Track project milestones, deliverables, deadlines, links, and media assets.
  
• Coordinate with freelancers and ensure assigned work is completed and documented.
  
• Keep client-facing project information organized and up to date.
  
• Follow up on outstanding tasks and flag anything that may be delayed or at risk.
  
• Help ensure projects continue moving forward when James is unavailable.
  
• Prepare brief daily updates or summaries on priorities, outstanding items, and developments.
  

Email & Inbox Management

• Monitor and organize James's inbox on a daily basis.
  
• Prioritize and flag important or urgent emails.
  
• Respond to appropriate client and general inquiries or draft responses for approval.
  
• Ensure no important messages or requests are left unanswered.
  
• Maintain timely communication during working hours, with a target of responding to inquiries within approximately one hour when possible.
  
• Ensure overnight inquiries are addressed by the next working day.
  

Podcast & Content Project Support

• Support the administration of podcast projects from recording through delivery.
  
• Update records when podcasts are recorded, edited, published, or delivered.
  
• Maintain links and records for podcast episodes and associated media assets.
  
• Track short-form video clips and other content deliverables.
  
• Coordinate with editors, designers, and other freelancers as required.
  
• Experience with podcast/video production workflows is helpful but not essential.
  

Lead Qualification & Client Support

• Monitor inbound leads and website inquiries.
  
• Respond promptly to new inquiries and gather relevant information.
  
• Conduct an initial qualification/validation process via email, chat, or call where appropriate.
  
• Determine whether an inquiry appears legitimate and relevant before passing it to James.
  
• Follow a defined lead-validation checklist.
  
• Schedule qualified leads for meetings with James.
  
• Maintain accurate lead and contact information in HubSpot.
  
• Follow up with prospects and maintain relationships for potential future sales or marketing opportunities.
  
• Make occasional client follow-up calls when required, including meeting confirmations or accounts receivable/payment-related follow-ups.
  

LinkedIn & Social Media Support

• Help maintain James's personal LinkedIn activity, potentially posting approximately three times per week.
  
• Prompt James for photos, ideas, thoughts, or updates that can be turned into posts.
  
• Draft LinkedIn content for James's review and approval.
  
• Assist with other social media administration as required.
  
• Canva experience is advantageous for creating simple visual assets.
  

Executive & General Support

• Help James stay organized and focused on high-priority work.
  
• Provide reminders and follow-ups to ensure agreed actions are completed.
  
• Identify tasks that are falling behind and proactively raise them.
  
• Participate in a brief daily check-in when required.
  
• During periods when James is unavailable, help maintain continuity and ensure urgent matters are escalated appropriately.
  

Qualifications & Personal Attributes:

• Previous experience in virtual assistance, administrative support, project coordination, customer support, or a similar role.
  
• Excellent written and verbal English communication skills.
  
• Highly organized with strong attention to detail.
  
• Proactive and able to follow up without constant supervision.
  
• Curious and comfortable asking questions when clarification is needed.
  
• Strong sense of ownership and accountability.
  
• Reliable, responsive, and capable of managing competing priorities.
  
• Professional, courteous, and confident when communicating with clients and prospects.
  
• Able to work independently while keeping stakeholders informed.
  
• Comfortable working with spreadsheets, shared documents, email, and online systems.
  
• Experience with lead qualification, client communication, or CRM management is an advantage.
  
• Experience with content, podcast, video, or creative projects is a plus.
  
• A creative mindset and willingness to learn new tools are highly valued.
  

Required / Preferred Tools:

Highly preferred:

• Google Workspace (Gmail, Google Sheets, Google Drive, Google Docs)
  
• HubSpot
  
• LinkedIn
  

Helpful / Advantageous:

• Riverside
  
• Basic video/content editing tools
  
• International calling/dialer platforms
  

Candidates do not need prior experience with every tool. A willingness and ability to learn new platforms is important. Training and guidance can be provided where appropriate.

Shifts & Hours:

• Initial commitment: Starting with a minimum of 20 hours per week
  
• Schedule: Semi-flexible, with a preference for working during the UK morning to provide coverage before James begins his working day.
  
• A daily check-in, potentially around 9:00 AM UK time, may be required.
  
• Schedule may be adjusted based on workload and business requirements.
  
• Potential to transition to full-time following a successful initial period.
  

Target Start Date:

• Preferred start: Week of 5 October 2026
  
• Latest preferred start: 12 October 2026
  
• The successful candidate should ideally have sufficient onboarding time before James's planned leave in October.