Proactive Virtual Assistant: Admin, Scheduling & Content

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

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.