Marketing, Research & Event Outreach Virtual Assistant

Role Summary

We are seeking a proactive and detail-oriented Virtual Assistant to support outreach, event promotion, database management, and light social media responsibilities.

Unlike a traditional marketing role, this position is primarily execution-focused. The client has already completed much of the research, built prospect databases, and developed outreach processes and messaging templates. The successful candidate will be responsible for consistently following established workflows, sending outreach messages, maintaining accurate records, and ensuring that opportunities are followed up promptly.

This role also includes light social media support, primarily repurposing existing content for TikTok while working alongside the company's current Social Media Manager.

Key Responsibilities

Outreach Execution & Database Management

• Follow established outreach workflows and client instructions.
  
• Work through existing prospect lists and databases provided by the client.
  
• Send outreach emails, direct messages, and follow-up communications using approved templates.
  
• Track outreach progress and maintain accurate records.
  
• Update spreadsheets or CRM systems with completed activities.
  
• Ensure prospects are contacted according to the client's process.
  
• Escalate qualified opportunities or responses back to the client.
  

Event Outreach & Lead Generation

• Reach out to vendors, sponsors, and event contacts via email and social media using approved templates.
  
• Follow up with prospective vendors and partners.
  
• Maintain detailed records of outreach activities.
  
• Track responses and manage follow-up schedules.
  
• Identifying additional vendors or exhibitors when requested.
  
• Researching new event opportunities.
  
• Finding relevant event calendars for additional promotion.
  
• Updating and expanding existing prospect databases.
  

Event Calendar Management

• Submit company events to online event calendars and industry directories.
  
• Monitor listings to ensure information remains accurate and up to date.
  
• Research new event listing opportunities to increase event visibility.
  

Social Media Support

• Repurpose existing Instagram and Facebook content for TikTok.
  
• Upload and schedule TikTok content.
  
• Coordinate with the existing Social Media Manager.
  
• Assist with basic content organization.
  
• Support promotional efforts for upcoming events.
  

Note: This role does not require developing a full social media strategy or creating original marketing campaigns.

Email Marketing

• Prepare and send promotional emails and newsletters using approved templates.
  
• Maintain email distribution lists.
  
• Assist with campaign scheduling and organization.
  

Marketing Support

• Organize digital marketing assets.
  
• Assist in promoting upcoming events across multiple channels.
  
• Support promotional campaigns and business development initiatives.
  
• Identify additional opportunities to increase event attendance and vendor participation.
  

Reporting

• Prepare weekly reports summarizing:
  
• Vendors and partners contacted
  
• New leads identified
  
• Event listings submitted
  
• Social media activity completed
  
• Email campaigns sent
  
• Recommendations and next steps
  

Preferred Skills & Experience

The ideal candidate should have experience in:

• Event coordination or event marketing
  
• Vendor outreach and relationship management
  
• Lead generation and online research
  
• Social media management
  
• Email marketing
  
• Content scheduling and repurposing
  
• CRM or spreadsheet management
  
• Excellent written communication in American English
  
• Strong organizational and multitasking skills
  
• Canva or similar design tools
  
• Basic video editing for TikTok, Reels, or Shorts (preferred)
  
• Strong ability to follow detailed instructions and established workflows.
  
• Comfortable performing repetitive outreach tasks with consistency and accuracy.
  
• Highly organized and process-driven.
  
• Excellent written communication using professional American English.
  
• Able to balance outreach activities with light marketing support.
  

Preferred Tools

The client primarily uses standard business applications and does not require extensive technical expertise.

Candidates should be comfortable using:

• Google Workspace
  
• Microsoft Office
  
• Email
  
• Internet research tools
  
• Social media platforms
  
• Spreadsheets
  
• Basic CRM or contact tracking systems
  

The ability to quickly learn new software is more important than prior experience with specialized tools.

Communication & Work Style Expectations

Success in these roles requires candidates who:

• Communicate proactively and professionally.
  
• Ask clarifying questions before proceeding when instructions are unclear.
  
• Follow established processes rather than making assumptions.
  
• Can shift priorities quickly as business needs change.
  
• Are dependable, responsive, and comfortable working independently.
  
• Maintain regular communication while respecting the client's schedule.
  
• Can be reached within a reasonable timeframe during active event periods, even while working a flexible schedule.
  

Ideal Candidate Profile

We are looking for professionals who are:

• Trustworthy and dependable.
  
• Exceptionally organized and detail-oriented.
  
• Flexible and adaptable in a rapidly changing environment.
  
• Strong communicators with excellent written American English.
  
• Comfortable following detailed instructions and established workflows.
  
• Resourceful problem-solvers who know when to take initiative and when to seek clarification.
  
• Responsive and reliable, especially during busy event periods.
  
• Able to work independently while remaining aligned with the client's priorities.
  
• Interested in building a long-term working relationship as the business continues to grow.