???? ROCKSTAR VIRTUAL ASSISTANT (Part-Time)

???? ABOUT THE ROLE

Karma Media is a performance-driven digital marketing agency working with clients across Australia, the U.S., and beyond. We manage high-volume ad campaigns, landing pages, funnels, and client communication daily.

We are looking for a Rockstar Virtual Assistant — someone who is FAST, organised, resourceful, emotionally intelligent, and obsessed with getting things done without needing to be micromanaged.

You will support the CEO directly in day-to-day operations, acting as their right hand.
We are specifically looking for someone who can make decisions independently, take ownership, and solve problems instead of pushing them back up the chain.

This is NOT a standard VA role.
You will become the operational backbone of the agency.

? WHAT YOU WILL DO (Key Responsibilities)
1. Daily Inbox Management

Handle emails, WhatsApp, and Slack messages from clients

Respond quickly, professionally, and confidently

Solve issues independently wherever possible

Organise, categorise, and prioritise communication

Only escalate items that truly require the CEO

2. Support the CEO in Daily Operations

Take tasks off the CEO’s plate proactively

Anticipate needs and solve problems before they surface

Make judgment calls without waiting for instructions

Manage follow-ups, reminders, and task flow

Provide clear, concise updates on important items

This role is for someone who takes ownership, not someone who waits for direction.

3. Client Support & Reassurance

Provide calm, confident communication during stressful periods

Manage worried clients with empathy and clarity

Deliver solutions, next steps, and guidance

Reduce the CEO’s involvement in day-to-day client issues

4. Prepare Client Reports & Updates

Create weekly and monthly performance summaries

Review campaign data and extract clear insights

Turn complex advertising information into simple client-friendly explanations

Assist in preparing clean documents + Loom walkthroughs

5. Project Management in ClickUp

Maintain clean workspaces and boards

Assign tasks to internal tea ---------- mbers

Track deadlines and ensure deliverables are on time

Follow SOPs and keep everything organised

Flag bottlenecks early and propose solutions

6. Create & Manage Loom Videos

Record short Looms summarising campaign progress

Deliver proactive updates to clients

Assist with simple edits and structure

7. Funnel & Technical Support (Light Level)

Check funnel links, tracking pixels, scripts

Embed tracking codes or provide instructions

Troubleshoot simple issues

Create support tickets where needed

8. Organisational & Administrative Support

Prepare meeting summaries

Maintain client folders

Support internal communication

Monitor performance dashboards

Keep everything organised and easy to find

???? WHAT WE’RE LOOKING FOR
Must-Haves

Fast responder — messages never pile up

Highly organised and detail-oriented

Excellent English communication

Ability to make decisions independently

Problem solver — tries multiple angles before asking

Loyal, hardworking, growth-oriented

Strong emotional intelligence

Can handle pressure and multiple deadlines

Loves working in digital marketing

Bonus Skills

Agency experience

Meta + Google Ads familiarity

ClickUp, Slack, Funnel Builder experience

Basic copywriting ability

???? SUCCESS IN THIS ROLE LOOKS LIKE…

The CEO’s operational workload is cut dramatically

Clients feel supported and reassured — without needing the CEO

Inbox and communication are handled independently

No tasks slip through the cracks

Problems get solved, not forwarded

You operate like a true second brain for the agency

???? HOURS & AVAILABILITY

Full-time (Monday–Friday)

Must be available during AEST working hours

Rapid response required during client hours

???? HOW TO APPLY

Please send:

Your CV

A short Loom video introducing yourself

Examples of past client communication or operations work

Your expected monthly rate