Operations & Marketing Virtual Assistant

Role Overview

We are seeking a reliable, detail-oriented Virtual Assistant to support a small but multifaceted business that operates across hospitality, digital marketing, and administrative operations. This is a backend-heavy role focused on organization, cleanup, implementation, and ongoing support rather than strategy creation.

The ideal candidate is comfortable stepping into a role where priorities evolve over time, enjoys

cleaning up systems, and can confidently implement tasks once direction is given.

This role will start part-time (1020 hours/week) with flexibility in scheduling and the potential

to expand in scope as systems become more streamlined.

Key Responsibilities

1. Administrative & Operations Support

Organize and maintain digital files, folders, and records

Download, categorize, and prepare payment records (e.g., peer-to-peer payments, gateways) for bookkeeping and accounting review

Ensure documents are properly filed and accessible for external bookkeepers/accountants

Perform general ops cleanup across tools and platforms to reduce noise and inefficiencies

2. Light Bookkeeping Support (Non-Accountant)

Assist with basic QuickBooks cleanup and categorization

Upload receipts and transactions

Correct obvious misclassifications (e.g., vendor or category errors)

Prepare clean records for professional bookkeeping and accounting teams

This is not a full bookkeeping role, but familiarity with QuickBooks is highly beneficial.

3. Listings & Platform Management (Quality Control)

Audit and clean up multiple online listings across booking platforms

Consolidate listing content into a master reference document

Identify inconsistencies, outdated information, and missing details

Reformat and re-upload standardized content back into platforms

Assist with shutting down unused or low-performing platforms

Perform ongoing quality control to ensure accuracy and consistency

4. Email Marketing & Newsletter Implementation

Clean and organize an existing email list

Set up and manage a newsletter tool (e.g., MailerLite or similar)

Format and schedule newsletters using client-provided content

Repurpose approved content (posts, images, updates) into newsletters

Maintain a consistent sending schedule

This role focuses on execution, not marketing strategy.

5. Marketing & Content Support (Execution-Focused)

Select appropriate images from existing photo libraries

Format and schedule social media posts using provided content

Repurpose social posts into email campaigns where appropriate

Support light content publishing and formatting tasks

Maintain content calendars and publishing workflows

6. Inbox & Message Management (Light Customer Support)

Monitor incoming messages across platforms

Respond to routine inquiries using pre-approved responses

Escalate sensitive or complex situations to the owner

Maintain professional, clear, and grammatically correct written communication

Ensure timely acknowledgment of messages, even when final resolution is pending

Must-Have Qualifications

• Strong written English and professional communication skills
• Highly detail-oriented with strong organizational instincts
• Comfortable working independently and managing evolving priorities
• Tech-savvy and confident learning new tools and platforms
• Calm, thoughtful communicator when handling customer-facing messages
• Reliable follow-through and ability to manage tasks without constant reminders

Nice-to-Have Experience

• Experience with QuickBooks or similar accounting software
• Familiarity with email marketing tools (MailerLite, Mailchimp, etc.)
• Experience managing listings on booking or marketplace platforms
• Background in operations, admin support, or marketing implementation
• Comfort working with AI tools for content organization or response automation

Tools & Platforms (Experience or Willingness to Learn)

• QuickBooks (basic navigation and categorization)
• Email marketing platforms
• Booking/listing platforms
• Google Workspace (Docs, Sheets, Drive)
• Basic AI tools for content cleanup or automation support

What Success Looks Like

• Financial records are clean, organized, and ready for accountants
• Listings are consistent, accurate, and professionally presented
• Newsletter and marketing systems are live and running consistently
• Inbox communication feels professional, timely, and calm
• The business owner feels less stressed and more supported operationall