Virtual Executive Assistant

About Us
Mango Media is a creative video production agency based in Ireland. We help organisations tell their stories through high-quality, engaging video content. We’re now looking for a proactive and detail-oriented Virtual Executive Assistant to support our Managing Director with client communication, CRM management, and admin tasks. This is a part-time, long-term role with room to grow as we expand.

Key Responsibilities
1. Manage CRM (Pipedrive) follow-ups and keep deal stages updated
2. Draft and send follow-up emails using provided templates/prompts
3. Organise and tidy project information in Notion
4. Prepare documents, proposals, and sales decks using AI + provided templates
5. Track and follow up with dormant, lost, and won leads for re-engagement and upsells
6. Coordinate DocuSign contracts with clients
7. Collect and organise VAT receipts for accounting
8. Maintain a database of company equipment (purchase dates, values, condition)
9. Keep proposal/asset templates and client database clean and up to date
10. Organise and tag inbox emails (client requests, quotes, urgent responses, etc.)
11. Provide weekly activity reports (emails sent, leads followed up, deals re-engaged)

Requirements
1. Excellent written English (British style preferred)
2. Strong organisational and communication skills
3. Experience with CRM systems (Pipedrive is a plus)
4. Proficient in Google Workspace (Docs, Sheets, Gmail), Notion, and general admin tools
5. Reliable internet connection and availability for check-ins
6. Detail-oriented with the ability to follow clear processes

Nice to Have
1. Familiarity with Canva, Google Slides, Figma, and Pipedrive.
2. Experience in creative agencies or video production industries

Hours & Pay
1. 5–10 hours per week to start (with potential to increase)
2. $5-7 per hour, depending on experience
3. Flexible working hours, but some overlap with Irish working hours preferred

How to Apply – Please send us:
1. Your CV
2. A 1–2 minute video introducing yourself, your experience, and why you're a good fit for this job.

Thank you! Looking forward to reviewing your application :)

Kind Regards,
Mango Media.