Full-Time Virtual Assistant for Operations Partner Business (Client-Facing, Systems, and Growth-Focused

About the Role:
I run a fractional operations business that supports growing cafés and hospitality brands with systems, processes, and behind-the-scenes strategy. I'm looking for a smart, organized, and dependable virtual assistant to help me run, grow, and refine the business with the intention that you become a core part of my team over time.

This is not just admin work. You'll be working closely with me inside the business and occasionally supporting my clients. You’ll be part virtual office manager, part client support, part content coordinator and definitely a systems thinker who helps bring clarity and ---------- ntum to our projects.

We’ll collaborate during standing Zoom sessions (your virtual desk) where we’ll co-work, plan, and review tasks live.

Your Core Responsibilities:
Client & Business Operations

Organize client folders, notes, backgrounds, and histories

Maintain client reports, progress logs, SOPs, and case studies

Assist in prepping client decks, templates, audits, and proposals

Join and take notes in client-facing Zoom calls (when needed)

Manage task boards (Trello, Notion, etc.) and ensure everything’s on track

Conduct online research on vendors, trends, tools, and competitors

Help with operational and marketing automation setup and documentation

Maintain and improve business and client SOPs

Marketing & Communications

Respond to basic client and customer support emails/messages professionally

Draft and schedule email newsletters using tools like Flodesk, Mailchimp, etc.

Create and help manage the social media calendar (Instagram, Pinterest, etc.)

Write light captions, organize visual assets, and track engagement

Help with blog content, website updates, and marketing workflows

Finance & Admin

Light bookkeeping with QuickBooks Online (training provided if needed)

Organize receipts, client invoices, and basic expense reports

Maintain CRM and help track leads and outreach opportunities

Create internal checklists, templates, and weekly task plans

AI Integration & Innovation

Use tools like ChatGPT, ClManus, or other AI platforms to improve efficiency

Proactively suggest ways to automate and improve workflows

Test tools and summarize recommendations

Ideal Candidate Profile:
Detail-oriented and able to track many moving parts without dropping anything

Strong written English (you’ll be writing captions, templates, and documents)

Comfortable on Zoom this will be our office!

Reliable and tech-savvy, familiar with tools like Trello, Google Suite, Canva, QuickBooks, Notion, etc.

Excited to learn — someone who takes initiative and figures things out

Organized like a project manager, creative like a content assistant

Familiar with AI tools and interested in using them to make work easier

Bonus if you have experience with:
Working with clients in hospitality, food & beverage, or small creative businesses

Social media scheduling tools (Later, Planoly, Meta Business Suite)

Writing or editing newsletters and marketing emails

Website maintenance (Wix, Webflow, or Squarespace)

Design tools like Canva or Figma

What You’ll Get:
A long-term role with opportunities to grow in responsibility and pay

A collaborative environment with live Zoom work sessions

Creative and operational projects that challenge and grow your skillset

Ongoing feedback, support, and mentorship

Work that directly impacts small businesses and entrepreneurs

To Apply:
Please include the following in your application:

A short intro message (Who are you and why does this role excite you?)

Your OnlineJobs.ph profile

Your resume

Share one system, tool, or process you’ve used to improve or organize a business and how you used it

Optional but appreciated: A quick Loom or video introduction (under 2 minutes)

Looking forward to finding a detail-oriented, thoughtful partner to help build something impactful and human-centered. If you love systems, creative problem-solving, and helping businesses thrive this role is for you.

— Martee