Business Operations Virtual Assistant

Business Operations Virtual Assistant

About the Company

A growing marketing agency based in Columbus, Ohio, helping businesses build strategic brands, improve their digital presence, and generate measurable growth. The agency works with a variety of clients and is led by founder Yasmine Robles, an award-winning entrepreneur, speaker, and community leader.

As the business continues to grow, we are seeking a highly organized and proactive Executive Assistant / Business Operations VA to help streamline operations, support business development initiatives, and free up leadership's time for strategy and sales.

Position Overview

We are looking for an Executive Assistant / Business Operations Virtual Assistant who can provide a combination of administrative support, research, outreach coordination, lead generation, inbox assistance, and project follow-up.

This role is ideal for someone who enjoys organizing information, conducting research, managing follow-ups, and ensuring that important tasks do not fall through the cracks.

The successful candidate will become a trusted support partner to the founders and help improve operational efficiency across the business.

Key Responsibilities

Executive & Administrative Support

• Review meeting and client call recordings
  
• Extract action items, deliverables, and deadlines from meetings
  
• Enter tasks into the project management system
  
• Assign tasks to appropriate team members
  
• Create meeting summaries and follow-up notes
  
• Maintain task visibility and accountability
  
• Assist with prioritization of upcoming tasks and deadlines
  
• Provide reminders and follow-up support
  

Inbox & Communication Management

• Monitor and organize inbox communications
  
• Identify urgent client requests and flag priorities
  
• Ensure client communications are forwarded to the appropriate team members
  
• Assist with inbox organization and workflow management
  
• Draft and prepare responses when appropriate
  
• Prevent communication bottlenecks and missed requests
  

Research & Business Support

Conduct research for:

• Conferences and industry events
  
• Hotels, Airbnbs, and travel accommodations
  
• Industry organizations and networking opportunities
  
• Potential speaking engagements
  
• Podcast opportunities
  
• Business development initiatives
  
• Strategic partnerships
  
• Chamber and association opportunities
  

Prepare research findings in an organized and actionable format.

Podcast & Speaking Engagement Outreach

• Research relevant podcasts
  
• Identify podcast hosts and contact information
  
• Maintain outreach databases
  
• Submit speaking and guest appearance applications
  
• Conduct follow-up communications
  
• Track submission status and responses
  
• Coordinate scheduling opportunities
  

Lead Generation & Relationship Building

• Review membership directories and organization databases
  
• Identify ideal prospects and referral partners
  
• Research companies and decision-makers
  
• Qualify leads according to predefined criteria
  
• Build and maintain prospect lists
  
• Track outreach activities
  
• Support relationship-building campaigns
  

This role is focused on genuine relationship development rather than aggressive sales outreach.

Outreach Coordination

• Customize outreach templates provided by leadership
  
• Send introductory emails
  
• Track responses and engagement
  
• Schedule introductory coffee chats and networking conversations
  
• Maintain outreach records and follow-up schedules
  

Reporting & Data Collection

Gather and compile data from:

• Google Analytics
  
• Google Search Console
  
• Marketing platforms
  
• Podcast performance reports
  
• Community organization metrics
  

Create simple reports and dashboards for leadership review.

Project & Operations Support

• Assist in maintaining organized workflows
  
• Ensure information is properly documented
  
• Support process improvements
  
• Help identify operational inefficiencies
  
• Maintain records and documentation
  

Required Skills

Administrative Skills

• Executive Assistant experience preferred
  
• Strong project coordination abilities
  
• Excellent organizational skills
  
• Time management
  
• Task prioritization
  
• Attention to detail
  

Communication Skills

• Excellent written English
  
• Professional email communication
  
• Ability to summarize information clearly
  
• Strong follow-up skills
  

Research Skills

• Internet research
  
• Lead research
  
• Market research
  
• Event research
  
• Data gathering and analysis
  

Technical Skills

• Google Workspace
  
• Google Sheets
  
• Slack
  
• Canva (basic)
  
• CRM systems
  
• Project management software
  

Preferred:

• Google Analytics
  
• Google Search Console
  
• Marketing agency experience
  

Ideal Candidate

The ideal candidate is:

• Highly proactive
  
• Organized and detail-oriented
  
• Comfortable working independently
  
• Reliable and accountable
  
• Resourceful problem-solver
  
• Strong communicator
  
• Curious and analytical
  
• Able to manage multiple projects
  
• Comfortable with changing priorities
  
• Interested in marketing, business development, and operations
  

 Schedule & Compensation

• Approximately 10 hours per week to start
  
• Flexible working hours
  
• Long-term opportunity
  
• Must be available for occasional meetings when required