Personal / Administrative VA

Job Description This is a remote position. Role Overview: We are seeking a proactive, detail-oriented, and highly reliable Personal & Administrative Virtual Assistant to support both personal and business operations for a strategic branding, marketing, and creative studio. This role combines personal assistant responsibilities with administrative support across a dynamic and evolving business environment. The ideal candidate is resourceful, organized, tech-savvy, and capable of working independently while taking initiative. This is not an “order-taker” role, we are looking for someone who can think critically, identify opportunities for improvement, proactively contribute ideas and solutions, and help streamline workflows through AI tools and automation wherever possible. The position will begin with approximately 5 hours per week, with the potential to increase over time depending on workload, performance, and business needs. Scope of Work: Responsibilities may include, but are not limited to: Administrative & Business Support Inbox & Communication Management Managing and organizing multiple email inboxes Inbox clean-up and email archiving projects Daily email triage and prioritization Filing and organizing emails Drafting, writing, and replying to emails Preparing draft responses for sensitive or project-specific communications Referring emails/tasks to the appropriate team member Managing recurring communications and follow-ups Calendar & Scheduling Management Managing calendars, appointments, and diary scheduling Updating and maintaining Calendly schedules weekly Coordinating meetings and bookings Supporting scheduling across business and personal commitments SOPs, Documentation & Workflow Organization Creating, organizing, updating, and maintaining SOPs (Standard Operating Procedures) Ensuring all repeated activities have documented SOPs where appropriate Maintaining organized workflows, documentation, folders, and archives Setting up project folders and project time logs Supporting process improvements and operational efficiency Business Administration Assisting with client onboarding processes Managing recurring daily, weekly, monthly, and annual administrative tasks Time log tracking and administrative reporting Research and information gathering Annotating PDF proposals with requested changes for the design team Supporting general business administration tasks as required Assisting with project coordination and workflow setup Supporting collaboration across internal teams and external contractors CRM / Database / Platform Support Adding and organizing contacts in Mailchimp Scanning inboxes and databases for lead/contact management Creating new client profiles in Xero (optional) Creating quotes in Xero (optional) Client Project Support, responsibilities may also include assisting with: Project research and information gathering Administrative support for client projects Social media coordination and scheduling Competitor and market research Lead generation research Creative and marketing support tasks Future project coordination support as the role evolves Personal Assistant Support Personal Administration Managing personal calendars and appointments Daily meeting and diary management Travel research, planning, and bookings Event organization (e.g. children’s parties, family events) Managing personal to-do lists and reminders Household administration and online tasks Assisting with elderly parent-related administrative support Meal planning coordination Grocery and household online shopping coordination Fruit and vegetable weekly online order coordination Gift sourcing and online shopping research Marketplace and product research Personal Communication Support Drafting and sending emails relating to personal matters Coordinating with various personal stakeholders and service providers Updating family weekly planners Handling occasional confidential or sensitive matters with discretion and professionalism Shopping & Purchase Coordination Conducting online shopping research and cart preparation Finalizing selections and preparing purchases for approval/payment No credit card handling is required; final payment approval and processing will remain with Rosie AI & Automation Support A key part of this role is identifying opportunities to improve efficiency through AI tools, automation, and smarter systems. The ideal candidate should: Suggest AI tools and automations where appropriate Help reduce repetitive manual tasks Improve operational workflows and efficiencies Support implementation of AI-assisted systems and processes Understand how to balance automation with “human-only” high-value tasks Qualifications: Required: Previous experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant Strong organizational and time management skills Excellent written English communication skills Ability to work independently and take initiative High attention to detail Strong critical thinking and problem-solving abilities Comfortable handling confidential and sensitive information Reliable internet connection and home office setup Comfortable learning new systems and workflows Preferred: Experience supporting founders, executives, or small business owners Experience working in creative, branding, marketing, or agency environments Familiarity with social media coordination or content planning Experience with lead generation or online research Experience creating or maintaining SOPs and process documentation Experience with AI tools, automations, and workflow optimization Ability to think strategically rather than simply follow instructions AI-forward mindset with the ability to use AI tools thoughtfully and effectively Ideal Candidate Profile, the ideal candidate is: Proactive rather than reactive Capable of thinking independently Comfortable with changing priorities Resourceful and adaptable Highly organized and detail-oriented Tech-savvy and AI-comfortable Process-minded and efficiency-focused Interested in long-term collaboration and growth Tools & Platforms, experience with the following tools is preferred: Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) Google Chat Calendly Asana Mailchimp Xero AI tools such as Claude and ChatGPT Additional tools and systems may be introduced over time as needed. Hours & Working Style: Initial commitment: starting with a minimum of 5 hours per week for the 1st two months; Flexible working hours Potential increase to 10+ hours per week afterwards Flexible schedule provided deadlines and communication expectations are met Tasks are generally not highly time-sensitive Work and availability should be distributed consistently throughout the week rather than completed in a single day to allow for changing priorities Weekly check-ins and task briefings may be conducted Strict EOD report sending is required. Must send client of: Accomplished tasks Pending tasks Any blockers or items needing attention VA must include the total hours consumed for the day/week. VA must notify client once they are approaching or have reached 4 hours in a given week. Additional Notes: Holiday work set up: These are the Victoria school holiday schedule for 2026 (this will change each year) - during these periods, Client don’t tend to work as much, so hours may continue as normal, be reduced or cancelled for these periods. Other holiday periods will be advised as they arise. Autumn (Easter) Holidays: Friday, 3 April to Sunday, 19 April Winter Holidays: Saturday, 27 June to Sunday, 12 July Spring Holidays: Saturday, 19 September to Sunday, 4 October Summer Holidays: Saturday, 19 December to late January 2027 (exact return dates for teachers/students depend on the 2027 calendar) No work, no pay set up. Target Start Date: ASAP - hiring process expected to begin immediately upon finalization of the role requirements.