Part-Time Virtual Assistant – Program Operations & Growth Support

Part-Time Virtual Assistant – Program Operations & Growth Support

Hours: 15 hours per week: 3 hours a day (to start)
Schedule: Flexible, with overlap with AEST hours (Sydney)
Location: Remote - excellent wifi connection required
Rate: Competitive hourly rate based on experience
Start: ASAP

About the role

We run a Google Ads coaching and education program for small businesses based in Australia, with live weekly calls, workshops, and webinars.

We are looking for a reliable, experienced Virtual Assistant to take ownership of program operations, admin, content handling, and sales support tasks, so the founder can focus on delivery and strategy.

This role suits someone who enjoys process, organisation, keeping things running smoothly and has strong attention to details.
You are expected to follow processes closely, escalate issues early, and keep systems clean and up to date.

This is the first operations hire in the business and plays a key role in keeping the program running smoothly.
What you will be responsible for:

1. Program & Community Operations
Welcome and onboard new students
Be the first point of contact for admin questions
Manage calendar invites
Post in the community about live call reminders, announcements, etc
Track attendance and actions from live calls
Acknowledge student milestones (e.g. first Google Ads campaign launched)

2. Sales & Pipeline Support
Maintain accurate status for prospects, workshop attendees, active students, and alumni in our tracking system.
Track movement through the funnel (workshop ? follow ups? appointment ? outcome)
Follow ups no-shows and inactive leads using templates
Maintain one clear source of truth

3. Content & Recording Management

Upload and organise live call recordings
Extract key action items from each call using AI
Create short video clips/snippets from live calls
Maintain a simple content tracker (what exists, where it’s used)
Upload clips to YouTube/learning platform
Repurpose existing content by posting short clips to our social accounts (no strategy or content creation required).

4. Marketing & Events Support

Schedule and organise live workshops and webinars
Manage registrations, reminders, and replay access
Assist with presentations (basic formatting and setup)

Prepare a monthly newsletter (using provided inputs and templates)
Research networking events or communities
Coordinate logistics with partners (agencies, networks)

5. Systems & Organisation

Keep files, folders, and community spaces organised
Flag issues early and suggest improvements


Required experience:

3–6 years experience as a Virtual Assistant or Operations Assistant
Experience supporting coaches, educators, or online programs
Strong written English
Highly organised and detail-oriented (non-negotiable)
Comfortable working independently with clear instructions

Confident using:

Microsoft suite ((Outlook, Excel, Word, Teams)
Canva
Google Calendar / Calendly
Microsoft Teams or Zoom
Mailchimp
Basic video tools (clipping, uploading)

Nice to have:

Experience with online courses or memberships
Familiarity with Google Ads terminology
Experience supporting sales pipelines or appointment setters



How to apply

Please include:

A short introduction about yourself
Your relevant experience (especially with programs or coaching businesses)
Tools you’ve used in similar roles
Your availability per week