Virtual Assistant & Operations Support

About the Role
Being AI savvy is essential for this role: we rely heavily on AI tools to speed up research, reporting, content, and admin, and we need someone who already works this way, not someone who needs to be taught. Beyond that, we're looking for a proactive, versatile Virtual Assistant & Sales Support hire to join our marketing agency. This hybrid role is primarily about taking recurring admin and coordination work off our founder and account leads, so they can focus on strategy and clients instead of the small tasks that pile up daily, with a secondary focus on sales for our agency. The ideal candidate is independent and driven, highly organized, with excellent communication skills and strong relationship-building instincts.

Administrative Support
Manage the founder's calendar, schedule meetings, and handle email correspondence
Organize and maintain digital files, documents, and databases, following our naming conventions
Assist with invoicing, expense tracking
Help create and update sales materials, proposals, and reports

Social & Client Operations
Schedule and publish social content across client accounts from provided calendars
Check DMs and comments across client Instagram & TikTok accounts daily; flag anything needing a strategic reply
QA published content: confirm posts went out correctly (captions, tags, links)
Keep Notion records updated (clients, meeting notes, task status)
Support influencer admin: maintain contact lists, send follow-ups, chase invoices and deliverables from creators

Sales & Client Acquisition Support
Identify upsell opportunities within existing accounts and flag them to account leads
Support client relationship management: help address concerns and keep clients satisfied
Identify and research potential clients for Chi Media
Build and maintain a lead database using CRM tools
Run outreach and follow-ups, and help prepare proposals, contracts, and pricing details

What You'll Bring
AI savvy, first and foremost: you already use AI tools daily (ChatGPT, Claude, or similar) to speed up research, writing, reporting, and admin work, and you're quick to figure out how to apply them to new tasks
3+ years in a VA, Ops Coordinator, or EA capacity, ideally at an agency or fast-moving small business
Comfort with sales; closing experience is a plus but not the core of the role
Excellent written and verbal communication in English; Dutch reading comprehension a plus
Highly organized: comfortable managing many small recurring tasks and multiple client relationships at once
Comfortable with CRM tools, Notion, social scheduling tools, and basic spreadsheets
Proactive: chases people down rather than waiting to be asked
Trustworthy with sensitive information (client accounts, invoices, founder's inbox)
Some overlap with CET business hours for real-time client and inbox coverage
Marketing or social media agency experience
Meta Business Suite, TikTok Business, Canva, Later