Executive, Administrative & Marketing Support

Job Description This is a remote position. About the Client A Founder and CEO of a coaching, training, and development business focused on helping people aged 50+ shape their next chapter in life. Supports people who are still ambitious, curious, and looking to continue growing, contributing, learning, and creating. The business focuses on areas including next-chapter coaching, reinvention, purpose, confidence, meaningful work, personal development, professional development, mindset, resilience, leadership, and lifelong learning. Michael is currently refocusing to Be around one-to-one coaching , while also launching a second business focused on property investment and development . The property business is currently in its early stages and will initially focus on areas such as: Property deal sourcing Let-to-buy opportunities Commercial property opportunities Property investment research and development Building the infrastructure and marketing presence for the new business Michael is looking for a versatile, proactive Virtual Assistant who can help take repetitive and operational responsibilities off his plate so he can focus more heavily on strategy, coaching, business development, and growing both businesses. Role Overview The ideal candidate will be a hybrid "jack-of-all-trades" VA who can provide a combination of: Administrative support Inbound call management Calendar and appointment scheduling Lead/inquiry follow-up Social media and content marketing support Basic digital marketing assistance General business organization Potential website/content management Potential support across both Aspire to Be and the property investment business as the role develops With the possibility of gradually expanding responsibilities to the property investment business once the VA is established and the client's priorities become clearer. This is not intended to be a highly specialized role from day one. Michael is particularly interested in finding someone versatile who can support across several areas and help make his day-to-day business operations more efficient and automated. Key Responsibilities 1. Inbound Call Management – HIGH PRIORITY The VA will serve as a professional first point of contact for incoming business calls. Responsibilities may include: Answering inbound calls professionally and confidently Handling general inquiries from prospective clients, customers, and business contacts Understanding the purpose of each call Taking accurate messages and relevant information Relaying important messages to Michael promptly Determining when a call should be transferred/escalated Scheduling appointments or calls where appropriate Maintaining a professional and personable telephone presence Helping establish a positive first impression of the businesses The volume is currently expected to be relatively low because the property business is new and Aspire to Be is also expected to generate only a small number of calls initially. The client estimates approximately 3–4 calls per week , with the property business potentially starting at zero or a few calls per week and growing over time. The candidate should therefore be comfortable with a role where call volume may initially be low but could increase as the businesses grow. Important requirement: The VA must be able to speak clearly, confidently, professionally, and naturally on the phone . A personable and polished telephone manner is essential. 2. Calendar & Appointment Scheduling – HIGH PRIORITY The VA will help manage Michael's schedule and ensure inquiries and appointments are handled efficiently. Responsibilities may include: Scheduling meetings and coaching calls Coordinating appointments Managing calendar availability Following up with people who have expressed interest Helping convert inquiries into scheduled conversations Sending meeting confirmations/reminders where required Managing scheduling-related administrative tasks Helping make the scheduling process more systematic and automated Michael currently uses Google for his administrative activities and has an email service connected to Aspire to Be that can facilitate meeting scheduling. The VA may eventually take responsibility for monitoring these inquiries and following up with prospects to ensure opportunities do not get missed. 3. Social Media & Content Marketing – HIGH PRIORITY / DEVELOPING Marketing and content support will be an important part of the role, particularly because Michael wants to reduce the amount of marketing work he personally has to manage. The VA may be responsible for: Assisting with social media management Preparing and scheduling social media posts Supporting content planning Turning Michael's ideas into social media content Suggesting content ideas and themes Helping develop a consistent content calendar Repurposing existing content where appropriate Publishing approved content Monitoring basic engagement/inquiries Supporting content marketing designed to generate awareness and sales Helping maintain consistency across social platforms Bringing creative ideas to the client's marketing activity The client is open to a VA who can contribute ideas rather than simply follow instructions . The ideal candidate should be comfortable saying: "Here's another way we could approach this." rather than waiting for every task to be assigned. 4. Social Media Platforms The primary platforms currently used by Michael are: LinkedIn Instagram Facebook These platforms are relevant to both businesses. Aspire to Be LinkedIn is currently particularly important for Aspire to Be, alongside Instagram. The content should be appropriate for the audience of professionals and adults aged 50+ who are interested in personal development, career reinvention, meaningful work, purpose, coaching, and their next chapter. Property Investment Business The property business is expected to become an important marketing priority as it launches. The exact social strategy and primary platform for the property business are still to be finalized . The VA may therefore initially support Aspire to Be while Michael develops the marketing direction for the property business. 5. Content Creation & Basic Video Support – DESIRABLE Experience with visual and video content would be a strong advantage. The client specifically mentioned the growing importance of video for: Instagram Reels LinkedIn video content Social media engagement Short-form marketing content The ideal VA would ideally have some experience with: Basic video editing Short-form video Reels Social media graphics Content formatting Repurposing existing video/content Preparing content for different platforms Advanced video production is not necessarily a requirement, but basic content/video editing capability would be a significant advantage . 6. Website Management – FUTURE / SECONDARY Michael currently uses Wix for website development and management. Potential responsibilities may include: Updating website content Making basic website changes Adding/editing pages Updating information Managing basic website content Supporting the development of the new property business website Coordinating website-related tasks Helping keep both websites organized and current The Aspire to Be website may also be moved/redeveloped, while a new website will eventually need to be developed for the property investment business. Note: Full web development is currently considered a potential future requirement rather than a confirmed core responsibility of the initial VA role. 7. Lead & Inquiry Follow-Up As both businesses develop, the VA may assist with: Monitoring incoming inquiries Responding to basic inquiries Following up with prospective clients/customers Scheduling calls with interested prospects Keeping track of leads Ensuring inquiries receive timely responses Escalating qualified or important inquiries to Michael Helping establish a simple follow-up process The overall objective is to help prevent opportunities from being missed while allowing Michael to focus on higher-value conversations. 8. General Administrative & Executive Support The VA should be comfortable taking ownership of general administrative tasks as needed. Potential responsibilities include: Managing routine administrative tasks Organizing information and files Managing Google-based administrative systems Supporting business organization Maintaining calendars and schedules Conducting basic online research Preparing information for Michael Following up on outstanding tasks Helping document and streamline recurring processes Identifying repetitive activities that could be automated or delegated The successful candidate should be comfortable with a varied workload rather than expecting every day to involve the same tasks. 10. Process Improvement & Automation A major underlying objective of this hire is to help Michael get out of the day-to-day operations and spend more time building the businesses . The ideal VA should therefore be interested in: Identifying repetitive tasks Creating simple processes Making recurring activities more systematic Helping automate routine workflows Documenting processes where useful Finding ways to reduce manual work Taking ownership of recurring responsibilities The VA should not simply complete tasks but should gradually help make the businesses more organized and efficient. Ideal Candidate Michael is looking for someone who is versatile, proactive, personable, creative, and comfortable working independently . The ideal candidate should demonstrate: Essential Excellent spoken English Clear and professional telephone communication Warm and personable communication style Strong organizational skills Good attention to detail Reliable and dependable Comfortable handling inbound calls Comfortable managing calendars and appointments Good knowledge of social media Experience with LinkedIn, Instagram, and Facebook Strong written English Ability to work independently Ability to manage multiple types of tasks Proactive approach to work Comfortable communicating with a UK-based client Ability to learn new tools and systems quickly Strongly Preferred Social media management experience Content marketing experience Content writing/copywriting Basic graphic design Canva experience Basic video editing Reels/short-form video experience Wix experience Lead generation/follow-up experience Calendar management Customer/client communication experience Basic bookkeeping experience Experience with Google Workspace Process documentation and workflow improvement Experience supporting entrepreneurs/founders Personality & Working Style The personality fit is particularly important for this role. The ideal VA should be: Personable Especially important for inbound calls and client-facing interactions. Professional Able to represent Michael and his businesses appropriately. Outgoing Comfortable communicating with people and engaging with prospects/customers. Proactive Able to identify what needs to be done without constant instruction. Creative Able to contribute ideas for marketing and content. Resourceful Comfortable researching solutions and figuring things out. Flexible Willing to work across different areas of the business. Organized Able to keep track of calls, schedules, content, follow-ups, and administrative tasks. Independent Michael wants to delegate responsibilities so that he does not have to manage every small task himself. Collaborative Able to work with Michael, understand his ideas, and develop them into practical actions. Communication & Time Zone The client is based in Peterborough, England, UK . For call management, the VA should have availability that overlaps with UK business hours , as inbound calls need to be answered when Michael is unavailable. For marketing and administrative tasks, exact UK-hour availability is less critical because social media content can be scheduled in advance. The VA should therefore ideally have some flexibility to accommodate UK working hours, particularly for call-handling periods. Tools & Platforms Current / Confirmed Tools Google Workspace / Google tools Wix LinkedIn Instagram Facebook Calling / Phone System Michael currently has a landline and wants calls to be diverted to the VA. A system such as RingCentral was discussed as a possible solution, but no final phone system has been selected yet. The client is open to recommendations regarding the best solution for routing inbound business calls to the VA. Other Tools The exact bookkeeping software is still to be confirmed. The client is not currently using Microsoft as his primary administrative platform and primarily works within Google's ecosystem. Hours & Engagement The company's standard minimum requirement is 10 hours per week . Michael indicated that the currently confirmed workload may not independently justify 10 hours per week. However, a hybrid VA covering calls, scheduling, marketing, content, and administrative support could potentially make the 10-hour minimum workable. A possible 5-hour-per-week initial arrangement for the first month, followed by an increase to 10 hours per week , was discussed as a potential option, but this remains subject to confirmation. The final hours should therefore be confirmed before candidate shortlisting. Success in the Role A successful VA should help Michael: Spend less time on repetitive administrative work Avoid missing calls and inquiries Keep his calendar and appointments organized Improve consistency of social media activity Reduce the amount of content/marketing work he personally handles Follow up with prospects more consistently Establish repeatable processes Automate or streamline recurring activities Gradually take ownership of operational responsibilities Free Michael to focus on coaching, strategy, business development, and growing both businesses Ultimately, the goal is to help Michael work on the businesses rather than constantly working inside them .