Business Development & Marketing Virtual Assistant

Job Type: Part-Time (20 hours per week)

Work Hours: Monday to Friday, 9:00 AM to 1:00 PM Pacific Time, with a 1-hour break

Salary: $600 per month

Job Overview:

We are seeking a highly organized and proactive Business Development & Marketing Virtual Assistant to support our growing business development, marketing, client engagement, and administrative initiatives. This role will work closely with the team to manage leads and opportunities, coordinate marketing activities and events, prepare sales materials, support client onboarding, and ensure timely follow-ups.

The ideal candidate is detail-oriented, resourceful, and comfortable managing multiple priorities in a fast-paced environment. Strong communication, project coordination, and organizational skills are essential, along with the ability to take initiative and keep tasks moving forward with minimal supervision.

Key Responsibilities:

Lead & Business Development Management
Track leads, referrals, introductions, follow-ups, and next steps using designated CRM and tracking systems.
Maintain accurate and up-to-date records of leads, prospects, and business opportunities.
Follow up with prospects and contacts to keep opportunities moving through the pipeline.
Schedule calls, meetings, and follow-ups with prospective clients and business partners.
Monitor outstanding action items and ensure timely follow-through.

Proposals & Sales Support
Prepare, update, and organize proposals, presentations, decks, scopes of work, and other sales materials.
Assist with gathering information and creating materials for client meetings and presentations.
Ensure sales and marketing materials are accurate, current, and professionally presented.

Marketing Coordination
Coordinate marketing campaigns, content calendars, collateral, deadlines, and recurring marketing activities.
Assist with social media posts, email outreach, and other promotional initiatives.
Help maintain brand consistency across marketing materials and communications.
Coordinate content and marketing deliverables with internal and external stakeholders.

Events & Conference Coordination
Coordinate event and conference registrations, sponsorships, materials, giveaways, travel, and logistics.
Maintain event calendars and track important deadlines and deliverables.
Coordinate pre-event outreach, social media promotion, email campaigns, and other event marketing activities.
Support post-event follow-up, including organizing contacts, sending communications, and tracking opportunities generated from events.

Email & Newsletter Support
Create, format, schedule, and distribute newsletters and email campaigns.
Maintain and organize contact lists and email databases.
Track campaign results and maintain basic reporting on email performance.
Assist with email outreach and follow-up communications.

Client Support & Coordination
Assist with client onboarding and coordination of meetings, documents, reminders, and follow-ups.
Maintain organized client files, records, and project information.
Support ongoing client communication and ensure action items are tracked and completed.

Administrative & Project Support
Manage calendars, project trackers, files, reports, and recurring administrative tasks.
Maintain organized documentation and ensure deadlines are monitored.
Assist with preparing weekly reports and status updates.
Identify outstanding tasks and proactively follow up to keep projects on schedule.

Weekly Reporting
Provide a brief weekly recap covering:
Completed tasks and initiatives
Leads and opportunities currently in progress
Outstanding follow-ups
Upcoming deadlines and events
Priorities for the following week

Required Skills & Qualifications:

2+ years of experience in virtual assistance, administrative support, marketing coordination, business development, sales support, or a similar role.
Strong written and verbal English communication skills.
Excellent organizational and time-management skills with strong attention to detail.
Experience managing multiple projects, deadlines, and priorities simultaneously.
Strong follow-up skills and the ability to keep leads, opportunities, and tasks moving forward.
Experience with CRM systems, project management tools, email marketing platforms, and Google Workspace or Microsoft Office.
Comfortable creating and updating presentations, spreadsheets, documents, and other business materials.
Strong research and problem-solving skills.
Proactive and self-motivated, with the ability to work independently.
Professional and confident when communicating with clients, prospects, vendors, and business partners.
Experience supporting events, conferences, marketing campaigns, or business development activities is highly preferred.
Experience in real estate, multifamily housing, property management, or a related industry is a plus.

Note: An NBI or police clearance will be required upon acceptance of the job offer.