Part-Time Virtual Assistant – Client Communications

1 week ago

Philippines South Africa Assist World Full time R50 000 - R70 000 per year
Role Overview We're looking for a client-focused, detail-oriented VA to handle: ● Inbox & lead management ● Scheduling and basic follow-up with clients ● Light marketing communications (simple newsletters / CRM updates) This is a part-time role (20 hrs/week) to start, with a strong possibility of scaling up toward full-time as the business grows and responsibilities expand. Key Responsibilities
  • 1. Inbox Management & Lead Triage
  • Monitor shared and/or personal email inboxes for: ○ New leads and inquiries ○ Client questions, updates, and event details
  • Filter, organize, and prioritize emails: ○ Remove or file junk/non-essential messages ○ Flag urgent and time-sensitive items ○ Create a simple daily digest/summary of: ■ New leads received ■ Who needs a response and by when
  • Ensure no inquiry is missed and follow-up tasks are clearly tracked.
  • 2. Lead Handling & Client Communication
  • For straightforward inquiries, send initial responses using templates or guidance: ○ Request key details about the event (date, time, location, guest count, type of service, etc.) ○ Ask clarifying questions to quickly get to the "meat and potatoes" of what's needed
  • Where appropriate, handle simple back-and-forth without needing Morgan for every step, escalating to him only when needed.
  • Occasionally call clients/prospects (when required) to clarify simple details or confirm information.
  • Maintain a friendly, professional tone in all communication that matches the brand and level of service.
  • 3. Scheduling & Coordination Support
  • Help book and confirm calls or tastings, as needed.
  • Coordinate calendars to avoid double-booking.
  • Send reminders or confirmations to clients prior to calls or events, as directed.
  • 4. Light Marketing & CRM / Newsletter Support (Nice-to-Have)
  • Support basic CRM tasks, such as: ○ Updating contact details ○ Tagging or categorizing leads ○ Keeping notes on lead status (e.g., new, quoted, booked, follow-up needed)
  • Assist with simple outbound communications, such as: ○ Drafting short email newsletters or promotional messages ○ Structuring content and graphics (provided by client) into clear, well-written emails
  • Help ensure consistency of communication (e.g., letting clients know about promos, seasonal offerings, or special menus).
Must-Have Qualifications
  • 3+ years experience as a Virtual Assistant, Administrative Assistant, or Customer Support/Client-Facing role
  • Excellent written and spoken English
  • Strong email management skills: ○ Comfortable handling high volume inboxes ○ Skilled at sorting, filtering, and summarizing information
  • Proven experience with client communication: ○ Writing clear, professional, and friendly emails ○ Asking smart follow-up questions to get necessary details
  • Highly organized and detail-oriented – no dropped balls, especially with leads and timelines
  • Proactive and self-directed: ○ Can follow instructions, then independently manage recurring tasks ○ Comfortable making suggestions on better ways to organize communication and workflows
  • Tech-comfortable with: ○ Email (Gmail/Outlook or similar) ○ Basic office tools (Google Workspace or Microsoft Office)
Nice-to-Have Experience
  • Experience in hospitality, events, catering, food service, or service-based businesses
  • Background with CRM tools (any platform) and/or basic email marketing tools
  • Prior experience helping small business owners manage: ○ Leads pipelines ○ Simple newsletters/promotions
  • Comfortable making occasional client calls in English
Soft Skills & Traits
  • Warm, professional, and service-oriented
  • Not easily flustered; can handle multiple inquiries and threads at once
  • Good judgment on what needs (your boss) attention vs. what you can handle
  • Open to feedback and able to adapt quickly as the role expands (especially into more marketing/communications over time).
$500 - $700 a month Type: Part-Time (20 hours/week to start, potential to grow to full-time) Time Zone: Must comfortably support Eastern Time (ET) with overlap during U.S. business hours
Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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