Position Overview
We are seeking a highly organized, proactive, and
detail-oriented Marketing & Executive Virtual Assistant to support a
growing leadership and business coaching practice. This role will focus on
helping the founder consistently market her coaching services, manage
administrative tasks, improve organization, and ensure important projects
continue moving forward.
This position is ideal for someone who enjoys supporting
purpose-driven entrepreneurs, has strong marketing execution skills, and can
take ownership of follow-up and project coordination without constant
supervision.
The successful candidate will act as a trusted right-hand
support person who can help transform ideas into completed deliverables while
maintaining the authentic voice and brand of the founder.
Core Responsibilities
Social Media Management & Content Support
Repurpose
existing content into engaging social media posts
Format
content into Canva carousels, graphics, and visual assets
Create
and schedule Instagram content
Assist
with LinkedIn content formatting and publishing
Maintain
brand consistency and voice across platforms
Coordinate
content calendars and publishing schedules
Ensure
all content receives client approval before posting
Support
future growth into short-form video content
Graphic Design & Content Creation
Design
worksheets, coaching resources, and client-facing materials
Create
lead magnets and downloadable resources
Format
documents and presentations
Design
branded Canva assets
Maintain
visual consistency across all marketing materials
Email Marketing Support
Format
and proofread email newsletters
Upload
and schedule email campaigns
Verify
links, formatting, and call-to-actions
Assist
with email list management
Support
MailerLite campaigns and automation updates
Repurpose
existing content into email communications
Review
and organize incoming emails written in French using translation tools
(e.g., Google Translate/DeepL) to ensure proper sorting, tagging, and
prioritization even if the VA is not fluent in French
Executive & Administrative Support
Organize
and prioritize inbox communications
Flag
urgent or time-sensitive emails
Track
pending responses and follow-ups
Assist
with task management and accountability
Follow
up on outstanding action items
Maintain
organizational systems and workflows
Ensure
important tasks do not fall through the cracks
Calendar & Scheduling Support
Manage
and optimize booking systems
Update
Calendly and Google Calendar booking pages
Coordinate
appointments and scheduling requests
Assist
with workshop and event scheduling as needed
Website Support (Secondary Responsibility)
Make
minor website updates through Squarespace
Upload
workshop and event information
Update
website content as requested
Assist
with maintaining website accuracy
Required Skills & Experience
Previous
experience as a Virtual Assistant, Executive Assistant, Marketing
Assistant, or similar role
Strong
Canva skills
Social
media content formatting and scheduling experience
Email
marketing experience
Excellent
written English communication skills
Strong
attention to detail
Highly
organized and process-oriented
Ability
to work independently
Strong
follow-up and accountability skills
Comfortable
working with established brand guidelines
Experience
supporting coaches, consultants, or service-based businesses is preferred
Preferred Tools
Canva
MailerLite
Squarespace
ClickUp
Slack
Google
Workspace
Google
Calendar
Calendly
Google
Drive
Google
Docs
Ideal Candidate Traits
The ideal candidate is:
Proactive
rather than reactive
Comfortable
taking initiative
Organized
and detail-oriented
Reliable
and responsive
Strong
communicator
Able
to manage multiple priorities
Comfortable
providing reminders and follow-up
Solutions-oriented
Professional
and trustworthy
Able
to preserve and protect a personal brand voice
Important Success Factors
This role is not focused on sales outreach or cold
prospecting.
The founder prefers to personally manage
relationship-building and direct client outreach. Instead, the VA's role is to
support marketing execution, organization, content repurposing, accountability,
and administrative operations.
A successful VA will help ensure ideas are executed
consistently, marketing efforts stay on track, and important tasks continue
moving forward without requiring constant oversight.
Schedule
Starting
commitment: 10 hours per week
Long-term
ongoing support
Flexible
schedule with some overlap preferred
Ability
to communicate via Slack, email, WhatsApp, and occasional meetings
Growth Opportunity
As the coaching business grows, responsibilities may expand
to include:
Increased
video editing support
Additional
content marketing initiatives
Website
management
Marketing
project coordination
Expanded
operational support
Experience Level Desired: Mid-level to Senior VA who
can work independently
Most Important Trait: Proactive follow-through and
accountability
Important Note: Client specifically wants a VA who
can help keep projects moving forward, follow up on outstanding items, and
remind her of pending tasks.
Client DOES NOT want:
Cold
outreach
DM
outreach
Sales
outreach
Relationship-building
done on her behalf
Someone
writing completely from scratch in a generic marketing voice
Client DOES want:
Repurposing
existing content
Preserving
her authentic voice
Administrative
support
Marketing
execution
Graphic
design support
Email
marketing support
Someone
who takes initiative