Business Operations Virtual Assistant

Location: Remote (Australia-based agency)
Start Date: Immediate
Type: Long-Term Role

We’re What Matters Agency — a Sydney-based creative marketing agency specialising in hospitality, food, and lifestyle brands. We produce high-impact content, paid media, and marketing systems for some of Australia’s best venues.

We’re looking for a highly organised, proactive Virtual Assistant to support our team across general admin, sales admin, financial administration, and creative operations. If you have strong attention to detail and love keeping teams and projects running smoothly, this role is for you.

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About the Role

This is a long-term VA position supporting our leadership, creative, and paid media teams.
You’ll help manage day-to-day admin tasks, organise workflows, coordinate communication, and assist with light creative and financial duties.

Experience with tools such as Go High Level, Canva, Slack, and ClickUp is highly regarded.

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Your Day-to-Day Will Include

General Administration
• Managing inboxes, calendars, and scheduling tasks.
• Coordinating information between internal teams.
• Organising files, documents, and project assets.
• Preparing summaries, notes, and follow-up tasks after meetings.

Sales Administration
• Preparing and updating sales pipelines inside Go High Level or similar CRM tools.
• Assisting with outreach workflows, follow-up sequences, and lead tracking.
• Updating proposal documents and maintaining sales materials.
• Helping coordinate new business tasks and client onboarding workflows.

Financial Administration
• Assisting with invoice tracking, payment reminders, and internal reconciliations.
• Updating spreadsheets with revenue, expense, or budgeting information.
• Cross-checking project details to ensure accuracy across accounts.
• Supporting the leadership team with organisational financial tasks (no accounting required).

Creative & Operational Admin
• Uploading and organising creative assets (photos, reels, graphics).
• Assisting the creative team by preparing Canva templates or resizing artwork.
• Supporting campaign and project workflows inside ClickUp.
• Formatting documents, presentations, and client-facing materials.

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What You’ll Bring
• Proven experience as a Virtual Assistant or Administrative Assistant.
• Strong organisational skills and exceptional attention to detail.
• Experience with:
• Go High Level (CRM workflows, pipelines, sequences)
• ClickUp (task management, project organisation)
• Slack (team communication)
• Canva (basic design & formatting)
• Excellent English — written and verbal.
• Ability to manage multiple deadlines across different departments.
• Proactive problem-solving and a positive, professional attitude.
• Experience with creative or marketing agencies is a big plus.

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Why Join Us
• Work with a fast-growing, creative agency partnered with high-profile hospitality groups.
• Supportive, collaborative team culture.
• Long-term, remote role with opportunities to expand responsibilities.
• Flexible tasks across admin, creative, and operational areas — no two days are the same.

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How to Apply

If this sounds like the perfect fit, apply via OnlineJobs.ph and include:
• Your resume
• A short intro about your experience with the tools listed
• Examples of admin work, documents, or systems you’ve managed
• Your availability and expected monthly rate

We look forward to having the right person join our team.