Digital Marketing Virtual Assistant – Proposals, Email Follow-ups, Reports & Inbox Management

I am looking for a reliable and highly organised Virtual Assistant to support the day-to-day operations of two digital marketing related businesses that I run.

This is not a basic VA role. The position requires someone organised, proactive and comfortable working in a digital marketing environment.

This is a long-term role starting part-time with the potential to grow into a full-time position as the businesses expand.

The role focuses on organisation, follow-ups, proposal preparation, inbox monitoring and operational support rather than performing SEO or advertising work directly.

The objective of the role is to ensure that meetings, calls, emails and follow-up tasks are organised properly so that nothing is missed and communication with clients remains efficient.

Working hours are Monday to Friday from 12:00 PM to 5:00 PM UK time. This is 5 hours per day and 25 hours per week.

These hours are important because most meetings take place earlier in the day and the role focuses on managing follow-ups and operational tasks afterwards.

Salary is $400 USD per month with the opportunity for increases as the role grows.

During the day there are regular Zoom calls with agencies and clients, sales calls, consultations and discussions related to websites, SEO, advertising campaigns, analytics and general digital marketing strategy.

These conversations usually result in follow-up actions such as preparing proposals, sending follow-up emails, onboarding new clients, preparing reports and coordinating work with freelancers.

The purpose of the role is to ensure these conversations are converted into organised actions and follow-ups.

One of the key responsibilities will involve reviewing meeting and phone call transcripts.

Tools used include Zoom with Fathom for meeting transcription and Dialpad for phone call transcription.

You will review transcripts, summarise key points from conversations, draft follow-up emails for approval and organise tasks so that agreed actions are completed.

Another responsibility will be preparing proposals.

A proposal system with templates is already in place. Your role will involve preparing proposals based on call summaries, completing client information, including the services discussed and estimating pricing based on an existing pricing structure. All proposals are reviewed before being sent.

You will also assist with client onboarding.

When a new customer signs up there is a short onboarding process within the system which includes entering company information, setting up the account and organising the initial setup.


Email management is also an important part of the role.

You will have delegate access to a Gmail inbox. Responsibilities include drafting follow-up emails, preparing email responses for review and reminding when follow-ups are due.

For example, if a meeting concludes with actions such as sending access details or confirming next steps, you will prepare the email draft ready for approval.

Inbox monitoring is also required during working hours.

Responsibilities include monitoring incoming emails for requests, identifying tasks that need to be completed, flagging important messages and helping organise tasks so that requests are not overlooked.

For example, if a client emails requesting a website update or campaign change, the request would be flagged and a quick message sent to confirm whether the work should be scheduled, completed internally or assigned to a freelancer.

Reporting support is required on a monthly basis.

Reports are generated through AgencyAnalytics. Your role will involve downloading reports, summarising key points and preparing a short written overview.

You will also assist with coordinating freelancers.

Freelancers are engaged through Upwork. This may involve posting tasks, coordinating requests and following up on progress.

Communication is mainly through Gmail, WhatsApp and occasionally Zoom.

Voice notes are sometimes used for instructions, so it is important to be comfortable working with both written and spoken communication.

Essential requirements include excellent written and spoken English with a strong understanding of UK English spelling and grammar.

Because this role involves drafting professional emails, proposals and summaries, written communication quality will be an important part of the selection process.

Applicants should also demonstrate strong organisational skills, attention to detail, reliability and the ability to follow instructions carefully.

Comfort with online tools and remote working systems is also important.

Experience or familiarity with digital marketing environments such as websites, SEO, advertising campaigns or analytics platforms is beneficial but not essential.

This role requires strong organisational skills and attention to detail. The position involves managing follow-ups fro ---------- etings, emails and client requests, so the ability to structure information clearly and communicate professionally is essential. Applicants who rely on generic responses, copy-and-paste applications or automated tools will not be considered. Please take a ---------- nt to read the description carefully and follow the application instructions below.

To confirm that you have read this job description properly, please follow these instructions when applying.

The first word of your application must be INTERNATIONAL.

Applications that do not include this word will not be considered.

Please also include the word ORGANISE somewhere in your application so it is clear the job description has been read carefully.

Please also include a short one-minute video introduction answering the following question.

If a business owner finishes a 40-minute call with a potential client about website design, SEO and advertising, how would you organise the follow-up actions?

Explain how you would summarise the conversation, prepare the proposal and organise the follow-up email.

This role is intended to be a long-term working relationship and may grow into additional hours or a full-time role as the business expands.

If the position sounds suitable, I look forward to reviewing your application.