Administrative Assistant

Position Type Part-Time, Remote — Virtual Assistant
Hours 10–15 hours per week (with potential to expand)
Experience 3–5 years minimum in a similar VA or executive assistant role
Language Excellent spoken and written English required
Industry Emergency Management, Consulting, Training & Speaking
Start Date As soon as the right candidate is identified

D2 Emergency Management Consulting (D2EMC) is a veteran-owned consulting firm specializing in emergency management, disaster preparedness, CBRN/HazMat training, hospital readiness assessments, and exercise planning. We serve first responders, government agencies, healthcare organizations, and military clients across the United States.
Our founder, David, is also a keynote speaker represented by the Salem Speakers Bureau, and is actively expanding D2EMC's training programs, investor relationships, and digital presence. This is an exciting opportunity to grow alongside a mission-driven company at the intersection of public safety and professional consulting.

We are seeking a highly capable, detail-oriented, and self-motivated Virtual Assistant to support the day-to-day operations and growth initiatives of D2EMC. You will work directly with the founder and serve as a key operational partner across business development, content creation, administrative support, and digital marketing.
The ideal candidate is a generalist with deep experience across multiple business functions — someone who takes initiative, communicates proactively, and can manage competing priorities with minimal supervision.

Key Responsibilities

Business Development & Lead Generation
• Identify, research, and build targeted prospect lists of potential clients (first responder agencies, hospitals, military units, government entities, corporations)
• Execute cold outreach campaigns via email, LinkedIn, and phone follow-up
• Research and monitor federal, state, and grant funding opportunities relevant to emergency management
• Track and update a CRM (e.g., HubSpot) with leads, follow-up notes, and pipeline status
• Monitor ---------- and government contractor databases for opportunities
• Identify and conduct investor hunting and outreach for business growth opportunities
Content Creation & Social Media Management
• Manage and grow LinkedIn, Instagram, and Facebook — scheduling posts, engaging with followers, and growing audience
• Write and publish articles, blog posts, and thought leadership content tailored to emergency management professionals
• Design social media graphics and visual content (Canva or similar tools)
• Create, edit, and publish podcast episodes — including audio/video editing and uploading to distribution platforms
• Manage website content updates, blog publishing, and basic SEO upkeep
• Develop and execute email marketing campaigns (newsletters, drip sequences, announcements)

Administrative & Operational Support
• Provide personal and business assistant support to the founder — scheduling, calendar management, travel coordination, task tracking
• Handle customer and client communications with professionalism — inquiries, follow-ups, and relationship nurturing
• Manage QuickBooks invoicing, basic bookkeeping entries, and payment tracking
• Coordinate speaker bureau inquiries, scheduling, and logistics for keynote engagements
• Assist with training course/webinar registration management and attendee communications
• Conduct research across a wide range of topics — competitive intelligence, industry news, prospect profiling, and more
• Perform list cleaning and database hygiene to maintain accurate CRM and contact records

Required Qualifications
• 3–5 years of proven experience as a Virtual Assistant, Executive Assistant, or in a similar multi-function remote role
• Excellent spoken and written English — you must communicate clearly and professionally at all times
• Strong proficiency in lead generation, cold outreach, and business development support
• Hands-on experience managing LinkedIn, Instagram, and Facebook for a business or professional brand
• Content writing ability — articles, blogs, social captions, and email copy
• Experience with email marketing platforms (Mailchimp, ActiveCampaign, or similar)
• Video and audio editing skills (Descript, Adobe Premiere, Audacity, or similar)
• Social media graphic design using Canva or equivalent tools
• QuickBooks experience for invoicing and basic financial tracking
• Comfortable using CRM tools (HubSpot, Zoho, or similar)
• Website management experience (WordPress or similar CMS)
• Strong organizational skills with the ability to prioritize tasks independently
• Reliable internet connection, computer, and remote work setup

Preferred / Bonus Qualifications
• Familiarity with the emergency management, public safety, defense, or government contracting space
• Experience supporting a speaker, coach, or consultant brand
• Podcast production experience
• Knowledge of ---------- or government procurement processes
• Experience with grant research or proposal support
• Familiarity with project management tools (Asana, Trello, ClickUp, or similar)

Tools & Platforms You Will Use
LinkedIn · Instagram · Facebook · Canva · QuickBooks · WordPress · Mailchimp / ActiveCampaign · HubSpot (or similar CRM) · Zoom · Google Workspace (Gmail, Drive, Calendar, Docs) · Podcast hosting platforms · Descript / Audacity / Adobe tools · ---------- · Asana or similar project management tools