Administrative & Marketing Virtual Assistant

Virtual Colleague Philippines; United States; Remote; USD 22,000 - 36,000; Part time

Job summary

Virtual Colleague Philippines is seeking a proactive Administrative & Marketing Virtual Assistant to join a remote, part-time role supporting a professional speaker, coach, and trainer. The position focuses on relaunching a newsletter and expanding outreach, with light social media support and ongoing business administration.

The ideal candidate communicates exceptionally well in English, is highly organized, and can work independently with minimal supervision.

Qualifications

• Excellent written and spoken English required.
• Outstanding organisational skills and attention to detail.
• Significant administrative experience.
• Experience with newsletter/email marketing preferred.
• Ability to prioritise and manage multiple tasks.
• Self-motivated and proactive, with minimal supervision.

Responsibilities

• Manage newsletter relaunch and subscriber database (~800 contacts).
• Repurpose content for newsletters and format professionally.
• Schedule, send, and monitor newsletters; maintain mailing lists.
• Conduct contact outreach and track responses; maintain CRM records.
• Provide admin support: calendar management, documentation, data entry, and file organization.
• Assist with social media content replication and scheduling; respond to comments.
• Support research, event tasks, and workshop logistics; assist new client onboarding.

Skills

English proficiency

Organisational skills

Administrative experience

Newsletter marketing

Attention to detail

Prioritisation

Self-motivation

Independent work

Professional communication

UK/GMT overlap

Tools

Createsend (Campaign Monitor)

Zoho Email

Google Workspace

Canva

Google Drive

Calendly/Tidycal

Zoom

Job description

This is a remote position.

Administrative & Marketing Virtual Assistant

Business:

Professional Speaker | Presentation Trainer | Executive Coach

Location:

United Kingdom

Position:

Administrative & Marketing Virtual Assistant

Role Overview

Is seeking a proactive, highly organized, and personable Virtual Assistant to provide administrative and light marketing support for his speaking, coaching, and training business.

The role is primarily administrative, with an initial focus on relaunching his newsletter before expanding into contact outreach, social media support, and ongoing business administration.

This is not a highly technical or video production role. Instead, Lee is looking for someone who is dependable, communicates exceptionally well in English, takes initiative, and can work independently with minimal supervision.

Primary Responsibilities

Newsletter Management (Initial Priority)

• Organise and maintain subscriber database (approximately 800 contacts)
• Repurpose existing content, transcripts, and previous materials into newsletter content
• Format newsletters professionally
• Schedule and send newsletters
• Maintain mailing lists
• Monitor newsletter performance
• Suggest improvements for future editions

Contact Outreach

• Send emails to existing contacts in manageable batches
• Follow up with prospects when requested
• Maintain contact database
• Track responses
• Keep outreach records updated

Administrative Support

• Some inbox management
• Calendar scheduling
• Appointment coordination
• Document organisation
• File management
• Data entry
• Preparing simple documents
• Research support as required

Social Media Support

• Repurpose existing content into social posts
• Schedule content using a scheduler which Lee has
• Create simple graphics using Canva if needed
• Monitor comments/messages where appropriate

Secondary Responsibilities

• Customer follow-ups
• CRM updates
• Research projects for new work, lots of web searches
• Event administration
• Workshop support
• New client assistance
• Process documentation

Required Skills

• Excellent written and spoken English
• Outstanding organisational skills
• Strong administrative experience
• Newsletter/email marketing experience
• Excellent attention to detail
• Ability to prioritise work
• Self-motivated
• Resourceful
• Comfortable working independently
• Professional, friendly communication skills
• Able to work some UK/GMT hours, or with strong overlap into the GMT working day - not 100% needed though

Preferred Experience

• Coaches
• Trainers
• Consultants
• Professional speakers
• Small business owners
• Executive coaching businesses

Preferred Tools

• Createsend (Campaign Monitor) — primary email platform
• Zoho Email — used occasionally for larger mailouts, kept separate to protect sender reputation on Createsend
• Google Workspace
• Apple Pages and Microsoft Office
• Canva
• Google Drive
• Calendly type app – Tidycal
• Zoom
• Social media scheduling tools
• Basic CRM systems (preferred but not essential)

Personal Attributes

• Friendly
• Professional
• Positive
• Curious
• Trustworthy
• Highly organised
• Proactive
• Reliable
• Able to solve problems independently
• Comfortable making decisions without constant direction

Nice-to-Have Skills

• Copy editing
• Proofreading
• Basic graphic design
• Email marketing
• Customer service
• Research
• Content repurposing

Confidentiality

The VA will have access to contact data and inbox systems. A confidentiality agreement forms part of the working contract.

Success Measures

• Successfully relaunch the newsletter
• Maintain consistent communication with Lee's contact list
• Reduce Lee's administrative workload
• Deliver work with minimal supervision
• Help improve business efficiency
• Become a trusted long-term support partner

Important Client Preferences

Highest Priority

• Administrative support over technical skills

Wants Someone Who

• Uses initiative
• Requires minimal supervision
• Is friendly and professional
• Can communicate confidently with clients
• Works UK/GMT hours or close to it

Does NOT Need

• Heavy video editing
• Complex graphic design
• Advanced technical or automation expertise

Future Growth

Lee expects the role to evolve over time. Once the administrative foundation is established, additional responsibilities may be delegated based on business needs.

Employment Type:

Part-Time (with potential to grow)

Hours:

Initially 10 hours per week