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Virtual Administration Assistant

Job Description

To keep things running smoothly behind the scenes, the Virtual Assistant plays a vital role in supporting the day-to-day operations of the business. From managing admin and content creation tasks to staying on top of systems and processes, this role helps ensure the business operates efficiently and effectively, freeing up the business owner to focus on delivering quality programs, growth and strategic priorities.

Job Title

  • Virtual Administration Assistant

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Excellent English communication skills – both written and verbal – with a friendly, professional tone.
  • Strong time management skills, with the ability to handle multiple
    projects and meet deadlines without compromising quality.
  • Confident using computers and online tools, with solid general tech
    skills.
  • Highly organised with strong attention to detail – you notice the small
    things that others might miss.
  • Proactive and resourceful – you take initiative and don’t wait to be told
    what to do next.
  • Honest, reliable, and trustworthy – you do the right thing, even when no
    one’s watching.
  • A genuine interest in digital marketing and a curiosity to keep learning.
  • Tech-savvy with a willingness to explore new tools (especially AI!) to
    improve efficiency.
  • Quick to pick up new systems and processes – a fast and flexible
    learner.
  • Previous work-related experience is desirable (at least 3–6 months),
    particularly in a Virtual Assistant role – but not essential. Fresh graduates with the right attitude are welcome to apply.
Job Responsibilities
  • Administrative & Organisational Support:
    ● Manage inboxes: filter emails, flag priorities, manage spam, and draft
    responses for review.
    ● Respond to general customer service enquiries via email.
    ● Organise digital files and folders, maintain consistent naming
    conventions, and archive as needed.
    ● Maintain and update internal documentation, including SOPs and
    workflows.
    ● Coordinate outreach for PR and speaking opportunities (e.g. podcast
    guesting, event pitches).
    ● Book travel, appointments, and make personal purchases when
    required.
  • Content & Marketing Support:
    ● Use AI tools to generate content from supplied materials (e.g. break
    down presentations into smaller content pieces, draft checklists or
    outlines).
    ● Compile and format email content into templates, and set up email
    campaigns in the marketing platform.
    ● Proofread and format content for consistency across blog posts, event
    pages, and resources.
    ● Upload and organise training materials to the Impactiv8 training portal.
    ● Update website content such as blog posts, event details, and landing
    pages.
  • Design & Visual Content Support:
    ● Create simple graphics in Canva (e.g. resize, edit, and adapt existing
    templates for various platforms).
    ● Design presentations, eBooks, and worksheets using provided content
    and branded templates.
    ● Ensure consistent use of brand elements across all visual assets.
  • Social Media Support:
    ● Support the development and maintenance of a content calendar.
    ● Repurpose existing content (e.g. slides or webinar content) into microcontent for social media use.
    ● Schedule pre-approved content across social media platforms using
    scheduling tools.
  • CRM & Data Management:
    ● Maintain and update contact records within the CRM (Lead
    Activator/HighLevel).
    ● Create and manage tags, pipelines, and simple automations (with
    support and guidance).
    ● Monitor and report on user engagement and client activity.
  • Finance & Reporting:
    ● Generate and send invoices, upload receipts, and reconcile
    transactions in Xero.
    ● Track affiliate activity and prepare monthly reports on commissions.
  • Process & Project Support:
    ● Assist in documenting and refining business processes for efficiency and clarity.
    ● Support the CEO with task follow-ups and deadlines to help stay on
    track.
    ● Contribute to projects such as event planning, course updates, or
    marketing launches.
    ● Identify workflow gaps and recommend process improvements.
  • Other Administrative Tasks:
    ● Perform other administrative tasks as required to support the daily
    operations of the business.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY OR BACOLOD CITY. 

Good luck and God Bless!