General Virtual Assistant

Virtual Assistant Team; United States; On-site; USD 42,000 - 65,000; Full time

Job summary

Virtual Assistant Team is seeking a highly organized General Virtual Assistant to own administrative, operational, and content-support tasks for a US-based client. The role focuses on efficient processes, structured work, and proactive management of repeatable, trackable workloads.

You will manage coaching sessions, calendars, emails, invoices, client records, and content scheduling across platforms, ensuring smooth daily operations and clear communication.

Responsibilities

• Track all coaching sessions, hours, and package usage using calendar and internal systems.
• Maintain overview of client balances and flag when packages near completion.
• Prepare and send invoices; manage basic payment follow-ups.
• Organise client records, notes, and summaries (pull from transcripts).
• Maintain clean, organized digital files, documents and resources.
• Manage inbox daily—sorting, prioritizing, flagging, and archiving.
• Draft email responses in client voice using past communication as reference.
• Identify what requires client input vs. what can be handled independently.
• Reduce back-and-forth by using templates and streamlined communication.
• Build and maintain templates for repeatable email scenarios and FAQs.
• Manage scheduling and calendar coordination; ensure sessions are logged and accurate.
• Keep calendar clean, organized, and easy to navigate.
• Provide daily/weekly briefings with priorities and context.
• Edit video content (trim, format, captions).
• Turn raw ideas into ready-to-post content; schedule across platforms.
• Repurpose content for consistency across LinkedIn, Instagram, TikTok.
• Maintain branded templates for proposals, invoices, decks.
• Light website updates (no coding).
• Handle Canva or design tasks as needed.
• Assemble proposals based on messaging; organize docs, links for easy access.
• Conduct light research and formatting tasks.
• Track outreach and follow-ups as needed.
• Keep notes organized so follow-ups are quick and efficient.
• Ensure nothing falls through the cracks week to week.

Job description

General Virtual Assistant

Full-time

US-based

We’re looking for a highly organized, proactive General Virtual Assistant who can take full ownership of administrative, operational, communication, and content‑support tasks. This role is designed for someone who thrives in structure, loves creating efficiency, and can confidently manage repeatable, trackable, and logistical work without needing constant direction.

The client’s focus is on coaching, strategy, and high‑level communication. Your focus will be ensuring everything else runs smoothly—so I can stay out of my inbox, out of Canva, out of editing tools, and out of the weeds.

If it’s repeatable, trackable, logistical, or design‑related, you will own it.

Key Responsibilities

Admin & Operations

• – Track all coaching sessions, hours, and package usage using my calendar and internal systems.
• – Maintain an accurate overview of client balances and flag when packages are nearing completion.
• – Prepare and send invoices; manage basic payment follow‑ups and only escalation when needed.
• – Organise client records, notes, and summaries (including pulling from Zoom/Teams transcripts).
• – Maintain clean, organized digital files, documents, and resources.

Email & Communication Management

• – Manage my inbox daily—sorting, prioritizing, flagging, and archiving.
• – Draft email responses in my voice using past communication as reference.
• – Identify what requires my input vs. what can be handled independently.
• – Reduce unnecessary back‑and‑forth by streamlining communication and using templates.
• – Build and maintain templates for repeatable email scenarios and FAQs.

Scheduling & Calendar Coordination

• – Manage all scheduling and rescheduling logistics.
• – Ensure all sessions are logged, tracked, and reflected accurately in the calendar.
• – Keep my calendar clean, organized, and easy to navigate.
• – Provide daily/weekly briefings with key priorities, follow‑ups, and context.

Content & Social Media Support

• – Edit video content, including trimming, formatting, and adding captions/subtitles.
• – Turn raw ideas and videos into clean, ready‑to‑post content.
• – Schedule and post content across LinkedIn, Instagram, and TikTok.
• – Repurpose content across platforms to maintain consistency.
• – Maintain a simple, sustainable posting rhythm (I provide the ideas; you handle execution).

Design & Materials

• – Design and format one‑sheets, proposals, and client‑facing materials.
• – Create and maintain branded templates (proposals, invoices, decks).
• – Make light website updates as needed (no coding required).
• – Ensure all materials look clean, cohesive, and on‑brand.
• – Handle all Canva or design‑related tasks—I do not use Canva.

Business Support

• – Assemble proposals using my messaging and direction (no copywriting from scratch).
• – Organise documents, links, and resources for easy access.
• – Conduct light research and formatting tasks.
• – Track outreach, opportunities, and follow‑ups as needed.

Follow‑Ups & Accountability Support

• – Track completed sessions and identify when follow‑ups are needed.
• – Prompt me with reminders for client follow‑ups based on calendar activity.
• – Keep notes organized so follow‑ups are quick and efficient.
• – Ensure nothing falls through the cracks week to week.

Skills Required

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