Virtual Assistant

About the Role

Our client is a New York–based creative agency working across 8–15 active client engagements. The team is primarily on-site in NYC, with a strong base of creatives, designers, strategists, and operators. As the company continues to grow, our client is seeking its first offshore hire to provide daily operational support and help streamline workflows, communication, and project processes.

The Virtual Assistant will work directly with the Co-Founder to reduce administrative load, improve daily efficiency, and increase organizational clarity. This role blends executive support, project coordination, and operations.

The ideal candidate is proactive, highly organized, experienced in agency-style environments, and comfortable operating as the primary support partner for a founder with a demanding schedule.

Key Responsibilities

Executive Support & Administration

• Manage the Co-Founder’s daily schedule, including arranging meetings, sending reminders, and optimizing time blocks.
• Sort, prioritize, and draft responses for high-volume email inboxes.
• Monitor inbound communications to ensure nothing falls through the cracks.
• Coordinate all travel logistics, including flights, hotels, ground transportation, and itinerary creation.
• Manage recurring administrative tasks and follow-ups to ensure commitments stay on track.

Communication & Team Coordination

• Work closely with the Co-Founder to understand day-to-day priorities.
• Act as a point of coordination between leadership and internal teams when required.
• Prepare recaps, summaries, and action lists from meetings or inbound information.
• Follow-up on action items.

Project & Client Engagement Support

• Assist with preparing project scopes, proposals, and budgets using existing templates.
• Update contracts and scopes of work based on project details provided by the team.
• Support Asana task management, ensuring project steps are tracked and organized.
• Help maintain structure across multiple concurrent projects in a busy agency environment.

Operational Assistance

• Support internal operations as directed by the Operations Lead.
• Maintain and organize internal documents and files.
• Assist in creating simple internal processes and systems to streamline agency workflows.
• Provide general support across the team as needed, particularly during periods of high workload.

Required Skills and Experience

• 2–4+ years supporting executives, founders, or senior leaders.
• Experience in a creative agency, marketing, advertising, design, or similar environment is strongly preferred.
• Proven experience automating processes and workflows.
• Proven ability to manage competing priorities in a fast-paced environment.
• High degree of organization, attention to detail, and follow-through.
• Experience coordinating travel and managing complex calendars.
• Strong familiarity with Google Workspace (Docs, Sheets, Drive), Slack, Asana (or similar project management platforms), and Figma (nice to have; ability to navigate files is sufficient).

Working Structure & Expectation

• Monthly Compensation: USD $1,500–$2,200, depending on experience and qualifications.
• Full-time remote position.
• Available to work 9am - 5pm U.S. Eastern Time (EST)
• 10 days of PTO, not to be taken in 2 consecutive weeks.

Growth Opportunities: This role is designed with room for expansion. Depending on performance and company needs, the VA may grow into a Chief of Staff with deeper involvement in client operations, process building and internal systemization tasks, and project management ownership.