Virtual Assistant | Admin and Marketing Support for Retail and Coaching Business

Overview

We are seeking a highly organised, proactive Part-Time Virtual Assistant to support a small business owner managing two retail stores and a growing coaching business. This role is ideal for someone who thrives on bringing structure, managing priorities, and keeping day-to-day operations running smoothly.

You will play a key role in managing communications, organising schedules, and providing administrative and bookkeeping support, freeing up the business owner to focus on growth and strategy.

Key Responsibilities

Administrative Support
● Manage and organise multiple email inboxes, ensuring timely and appropriate responses
● Maintain and optimise calendar scheduling, including appointments, reminders, and
follow-ups
● Review meeting notes (via tools like MEM) and identify/action required follow-ups
● Provide general administrative support to streamline daily operations

Customer Support
● Respond to customer inquiries via email in a professional and timely manner
● Handle basic customer service issues and escalate when necessary
● Maintain a positive and consistent brand voice in all communications

Marketing & Content Support (Desirable)
● Assist with email marketing campaigns
● Support basic graphic/content creation for communications and promotions

Bookkeeping & Financial Admin
● Record and categorise financial transactions
● Assist with basic bookkeeping tasks (e.g., expenses, invoices, reconciliations)
● Maintain organised financial records
● Support preparation of reports or summaries for the business owner/accountant

Requirements
● Proven experience as a Virtual Assistant, Administrative Assistant, or similar role
● Strong organisational and time management skills
● Excellent written English and communication skills
● Ability to work independently and take initiative (“get it done” mindset)
● Experience with customer service (email-based)
● Basic bookkeeping knowledge (e.g., tracking expenses, invoices)
● Comfortable using or learning new tools/software quickly

Nice to Have
● Experience with email marketing platforms
● Basic graphic design skills (e.g., Canva or similar)
● Previous experience supporting small businesses or entrepreneurs

Working Style & Personality Fit
● Independent, proactive, and self-directed
● Highly reliable and detail-oriented
● Comfortable managing and prioritising tasks without constant oversight
● Able to bring structure and organisation to a fast-moving environment