Administrative Virtual Assistant

This is a remote position.

Business Address: St Louis, Missouri, USA

Role Overview:

We are looking for a reliable, proactive, and detail-oriented Administrative Virtual Assistant to provide email management and social media support for a business that helps speakers find speaking opportunities, including paid and prestigious stages.

The ideal candidate will assist with managing incoming emails and social media inquiries, scheduling pre-prepared social media content, organizing email broadcasts, and maintaining consistent online engagement. The client already has established workflows, content, and automations in place, so the primary focus will be on execution, organization, and ensuring tasks are completed accurately and on schedule.

Scope of Work:

A. Email Management & Customer Support

• Monitor, organize, and clean up the client's Outlook inbox.
  
• Respond to incoming email inquiries and customer support messages.
  
• Sort and prioritize emails, ensuring important inquiries receive timely attention.
  
• Manage and organize incoming messages to maintain an organized inbox.
  
• Assist with scheduling email broadcasts and newsletters through Brevo.
  
• Ensure scheduled email campaigns are sent out according to the provided calendar.
  

B. Social Media Management

• Monitor and organize incoming direct messages across Facebook, Threads, LinkedIn, and Instagram.
  
• Respond to basic inquiries and messages based on the client's instructions.
  
• Organize and clear backlogs of social media messages.
  
• Schedule pre-written social media posts across three platforms, with approximately three posts per day per platform.
  
• Follow the client's established posting calendar and ensure all content is published at the correct times.
  
• Occasionally engage with social media posts by liking and responding to selected comments to encourage engagement and improve post visibility.
  

C. Email Broadcast & Newsletter Scheduling

• Schedule email broadcasts and newsletters every Tuesday and Friday through Brevo.
  
• Upload and schedule client-provided email copy and materials.
  
• Double-check scheduling details, links, and recipient information before sending.
  
• Ensure email campaigns are deployed according to the established schedule.
  

D. General Administrative Support

• Follow existing workflows, instructions, and automations.
  
• Keep track of scheduled posts, emails, and pending inquiries.
  
• Provide regular updates on completed tasks and outstanding items.
  
• Communicate with the client regarding questions, concerns, or tasks requiring clarification.
  

Note: The client will provide the written social media content, email copy, links, and scheduling instructions. Copywriting and graphic design are not currently part of the core responsibilities.

Qualifications & Requirements:

• Previous experience in administrative assistance, virtual assistance, email management, or social media support is preferred.
  
• Good written English communication skills.
  
• Familiarity with handling customer inquiries and responding to direct messages professionally.
  
• Basic knowledge of social media scheduling and email marketing platforms.
  
• Strong organizational skills and attention to detail.
  
• Ability to follow instructions, established workflows, and content calendars.
  
• Reliable, responsible, and capable of working independently.
  
• Proactive communicator who is comfortable asking questions or seeking clarification rather than making assumptions.
  
• Able to manage recurring tasks and meet deadlines consistently.
  

Preferred Traits:

• Detail-oriented and organized.
  
• Responsive and communicative.
  
• Open to feedback and willing to learn.
  
• Comfortable working with minimal supervision while maintaining regular communication with the client.
  

Tools & Platforms Required:

• Microsoft Outlook – Email management and customer support.
  
• Brevo (formerly Sendinblue) – Email broadcasts, newsletters, and campaign scheduling.
  
• Facebook – Social media inbox management and post scheduling.
  
• Threads – Direct message monitoring and engagement.
  
• LinkedIn – Message management and social media scheduling.
  
• Instagram – Direct message monitoring and engagement.
  

Additional Tools, may include:

• LastPass or NordPass – Secure password sharing and account access.
  
• Other scheduling or organizational tools may be introduced as needed.
  

Shifts & Working Hours:

• Part-time: Starting at a minimum of 10 hours per week; flexible working schedule 
  
• The VA may complete tasks at flexible hours, provided scheduled posts and email campaigns are published at their designated times.
  
• Consistent weekly completion of assigned responsibilities is required.
  
• Working hours may increase depending on workload and the expansion of social media activities and other business requirements.
  

Target Start Date:

• ASAP – Targeting within 7 days, with a preferred start date by the third or fourth week of November 2026.
  
• The client is open to the standard recruitment and shortlisting timeline of 7–14 days, with a preference to onboard a suitable candidate as soon as possible.
  

Additional Client Notes:

• The client already has established content, email copy, links, posting schedules, and automations.
  
• Accuracy and consistency in executing scheduled tasks are essential.
  
• The client prefers a VA who communicates openly and asks questions whenever instructions are unclear.
  
• The initial engagement will focus on administrative and social media support. Additional responsibilities may be introduced as the business grows.
  
• The client may consider expanding the role or hiring additional support in 2027 for speaker pitching and other services.