Agency Virtual Assistant

Overview
We are looking for a reliable, detail-oriented virtual assistant to support a busy agency. Your job is to keep communication clean, schedules protected, and projects moving from concept through delivery. You will support scheduling, follow-up, client coordination, and internal tracking so the team can stay focused on execution.

Key Responsibilities
Scheduling and calendar management
Schedule meetings with clients and the team
Coordinate availability across internal tea ---------- mbers and clients
Send confirmations, reminders, agendas, and Zoom links
Reschedule as needed and keep calendars accurate and up to date
Client communication and coordination
Send follow-up emails after meetings to confirm next steps and deadlines
Request missing materials from clients and keep the team informed on what is outstanding
Maintain a professional and responsive tone in all communication
Project tracking and follow-through
Track projects from concept through delivery using our project management system
Maintain task lists, deadlines, dependencies, and status updates
Flag risks early, such as delayed client inputs or scope creep
Support delivery workflow,s including links, files, approvals, and handoffs

Administrative support
Organize client documents and keep folders clean and consistent
Maintain simple reporting, such as weekly status summaries and pending action lists
Support internal operations with light admin tasks as needed
What Success Looks Like
Meetings are scheduled quickly, cleanly, and with no back-and-forth confusion
Clients feel taken care of and always know the next step
Projects stay on track because deadlines and dependencies are visible
The team is not chasing details or missing assets