Project Manager - for Marketing Agency

Virtual Assistant – Marketing Agency Operations

Position: Virtual Assistant – Agency Operations
Location: Remote (Philippines preferred)
Hours: Full-Time
Schedule: Monday–Friday, 7:00am–3:00pm AEST (with daily overlap required)
Reports to: Agency Director
Salary: Based on experience

About Us

Us is a specialist marketing agency working exclusively with trade businesses across Australia (builders, electricians, plumbers, landscapers, pool builders and more).

We run a fast-paced agency environment with multiple clients, internal team members, and external contractors. This role is not about doing the marketing work — it’s about keeping everything moving, organised, and on time.

We’re looking for a highly organised, proactive VA who can manage inboxes, track tasks, coordinate the team, and ensure nothing slips through the cracks.

Your Role (Read This Carefully)

This is a coordination and management role, not a production role.

You will:
Manage communication
Track tasks
Follow up the team
Keep systems clean
Report progress
You will not:
Build websites
Run ads
Do design work
Write marketing copy
You manage the work — you don’t do the work.

Core Responsibilities
Daily Tasks
Check and manage Help Scout / Free Scout inbox
Triage incoming client messages and requests
Log tasks and updates into Asana
Assign tasks to the correct team member
Follow up overdue or blocked tasks
Update internal client task lists and status notes
Flag urgent issues to the Director
Monitor Slack for team communication and follow-ups
Track activity and time via Hubstaff
Ongoing / Weekly Tasks
Maintain accurate client task boards in Asana
Ensure all client requests are acknowledged and actioned
Prepare simple task status updates for internal review
Coordinate meetings and calls via Zoom and Google Meet
Assist with outbound calls or confirmations using JustCall (basic use)
Keep Gmail inboxes organised (labels, priorities, follow-ups)
Support smooth handovers between sales, onboarding, and delivery
Identify recurring issues or bottlenecks and flag improvements
Tools You’ll Use Daily

You must be comfortable working across multiple systems:
Gmail & Google Workspac
Asana (task and workflow management)
Help Scout / Free Scout (inbox management)
Slack (internal communication)
Hubstaff (time tracking)
JustCall (basic call handling/logging)
Zoom & Google Meet
Skills & Experience Required
Proven experience supporting a marketing agency or service-based business
Strong task management and follow-up skills
Excellent written English (clear, professional, confident)
Highly organised and detail-oriented
Able to manage multiple clients and priorities at once
Comfortable following systems and enforcing them with the team
Proactive — you don’t wait to be told what’s broken
Bonus (Not Required, But Helpful)
Experience working with Australian clients
Familiarity with WordPress agency workflows
Previous role managing internal teams or contractors
Process improvement or SOP experience

How to Apply
Please submit:
A 1–2 minute video introducing yourself

A short written summary covering:
Your experience supporting an agency or operations role
The tools you’ve used (Asana, inboxes, Slack, etc.)
An example of how you’ve kept a team or workflow organised

Important:
Your email subject line must be: Agency-VA-2026

Applications without this subject line will not be reviewed.

You should have 5+ years working with An Agency or WordPress.