Virtual Associate/Virtual PA (Executive Support, Operations, HR and Finance Admin)

About Magnus Consulting

Designed for Growth. Driven by People.

At Magnus, we believe in growth by design, for our clients and our people. Just as we help ambitious businesses decide where to play and how to win, we give our team clarity, opportunity, and the tools to excel.

We work at the sharp end of business transformation, asking bold questions, moving with momentum, and delivering meaningful impact with integrity. As a certified B Corp, with a client NPS of 95 and recognition as one of the top 20 marketing consultancies to work for in the UK, we’re proud to pair top-tier consulting rigour with the partnership mindset of an in-house team.

The Role

We’re hiring a Virtual Associate / Virtual PA to support our senior leadership team and wider business operations. This is a highly trusted, high-impact role supporting three partners, helping ensure the smooth running of internal operations, client coordination, logistics, and executive support.

This role is ideal for someone who thrives in a fast-paced environment, works proactively, communicates exceptionally well, and takes pride in producing polished work at speed. You’ll work across a range of areas including administration, scheduling, travel, operations support, light HR/admin, and finance support, while also helping maintain high standards across internal documentation and client-facing materials.

Because we work with enterprise clients and handle sensitive client information, we’re looking for someone who brings professionalism, discretion, responsiveness, and outstanding attention to detail.

Key Responsibilities

Administrative & Executive Support
• Manage calendars and scheduling for three partners
• Coordinate external meetings, send confirmations, and ensure key stakeholders are aligned
• Flag diary conflicts proactively, support agenda preparation, and ensure meeting readiness
• Support inbox and communications administration:
• Create, format, proofread, and update documents using Microsoft Office (Word, PowerPoint, Excel)
• Maintain shared drives and internal documentation with strong file/folder hygiene and clear naming conventions

Travel & Logistics Coordination
• Book flights, hotels, trains, and other travel arrangment
• Prepare trip itineraries and travel packs (times, maps, bookings, contacts).
• Research venues for meetings, team offsites, or client events.
• Handle visa/entry needs (forms, letters, requirements search).

Operations & Project Coordination
• Support client project coordination by:
o setting up kick-off decks and timing plans
o following up with team members for deliverables and deadlines
o ensuring documents are client-ready and correctly formatted
• Coordinate subscriptions, renewals, logins, and permissions for key tools/platforms
• Assist with general research tasks and compiling structured lists (partners, suppliers, venues, journalists, event hosts, etc.)
• Help maintain internal libraries, templates, and business documentation to a consistently high standard

Website & Asset Administration
• Upload reports or case studies to our website CMS (WordPress)
• Support updates to service pages, team bios, and testimonials
• Ensure consistent formatting and brand alignment across published materials

Events Support (Remote Coordination)
• Help coordinate internal events and offsites (planning support, vendor research, timelines)
• Manage invites, RSVPs, and internal communications
• Support post-event follow-ups (thank-you messages, surveys, collation of photos/feedback)

HR, Recruitment & Finance Support (Light-Touch)
• Support recruitment administration (screening CVs, scheduling interviews)
• Assist with light HR admin support such as reminders, organisation, and onboarding support
• Support basic finance admin tasks such as:
o processing expenses and receipts
o voucher purchasing around key moments (e.g., Christmas, birthdays)

Required Skills & Attributes

Communication & Writing Standards (Critical)
• Immaculate English (written and spoken), you will be drafting and polishing communications and client-facing content
• Extremely high attention to detail across formatting, spelling, and tone
• Confident writing in a professional UK business communication style

Quality, Responsiveness & Ownership
• Highly responsive with fast turnaround times during working hours
• Strong sense of responsibility and ownership, you follow tasks through to completion
• Able to work independently, anticipate needs, and stay organised without heavy supervision
• Calm and structured under pressure, with the ability to prioritise effectively

Trust, Confidentiality & Handling Sensitive Information
• Comfortable working with sensitive information, including:
o internal HR and finance materials
o confidential client documents and enterprise client materials
• Discreet, trustworthy, and professional at all times
(This is a critical part of the role.)

Technical & Platform Skills
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Comfortable using online tools and systems such as:
o SharePoint / Teams
o Asana / Trello / Runn (project tools)
o HubSpot or CRM tools
o Wordpress (ideal but not essential if strong in other areas)
o Calendly, Zapier, and automation tools (a plus)
o Canva (a plus)
• Strong research and documentation skills

References Requirement (Mandatory)

As this role involves sensitive work and trusted access across both internal operations and enterprise client materials, all candidates must provide at least 3 professional client references.

We will need to speak directly with these references before confirming the start of work. This is a standard requirement across all Magnus staff and associates.

Ways of Working
• Remote position (Philippines-based)
• Part-time preferred (availability aligned to UK business hours strongly preferred), potential to increase to a full-time role as we scale
• Fast-paced environment with direct support to senior leadership
• High trust, high accountability role with varied responsibilities across the business

Ready to Apply?

Please submit your CV and a short introduction outlining your relevant experience, availability, and confirmation that you can provide 3 client references based in the UK and/or Northern Europe