Business Operations Virtual Assistant

Business Operations Virtual Assistant

About the Company

A growing marketing agency based in Columbus, Ohio, helping businesses build strategic brands, improve their digital presence, and generate measurable growth. The agency works with a variety of clients and is led by founder Yasmine Robles, an award-winning entrepreneur, speaker, and community leader.

As the business continues to grow, we are seeking a highly organized and proactive Executive Assistant / Business Operations VA to help streamline operations, support business development initiatives, and free up leadership’s time for strategy and sales.

 

Position Overview

We are looking for an Executive Assistant / Business Operations Virtual Assistant who can provide a combination of administrative support, research, outreach coordination, lead generation, inbox assistance, and project follow-up.

This role is ideal for someone who enjoys organizing information, conducting research, managing follow-ups, and ensuring that important tasks do not fall through the cracks.

The successful candidate will become a trusted support partner to the founders and help improve operational efficiency across the business.

 

Key Responsibilities

Executive & Administrative Support

• Review meeting and client call recordings
• Extract action items, deliverables, and deadlines from meetings
• Enter tasks into the project management system
• Assign tasks to appropriate team members
• Create meeting summaries and follow-up notes
• Maintain task visibility and accountability
• Assist with prioritization of upcoming tasks and deadlines
• Provide reminders and follow-up support

 

Inbox & Communication Management

• Monitor and organize inbox communications
• Identify urgent client requests and flag priorities
• Ensure client communications are forwarded to the appropriate team members
• Assist with inbox organization and workflow management
• Draft and prepare responses when appropriate
• Prevent communication bottlenecks and missed requests

 

Research & Business Support

Conduct research for:

• Conferences and industry events
• Hotels, Airbnbs, and travel accommodations
• Industry organizations and networking opportunities
• Potential speaking engagements
• Podcast opportunities
• Business development initiatives
• Strategic partnerships
• Chamber and association opportunities

Prepare research findings in an organized and actionable format.

 

Podcast & Speaking Engagement Outreach

• Research relevant podcasts
• Identify podcast hosts and contact information
• Maintain outreach databases
• Submit speaking and guest appearance applications
• Conduct follow-up communications
• Track submission status and responses
• Coordinate scheduling opportunities

 

Lead Generation & Relationship Building

• Review membership directories and organization databases
• Identify ideal prospects and referral partners
• Research companies and decision-makers
• Qualify leads according to predefined criteria
• Build and maintain prospect lists
• Track outreach activities
• Support relationship-building campaigns

This role is focused on genuine relationship development rather than aggressive sales outreach.

 

Outreach Coordination

• Customize outreach templates provided by leadership
• Send introductory emails
• Track responses and engagement
• Schedule introductory coffee chats and networking conversations
• Maintain outreach records and follow-up schedules

 

Reporting & Data Collection

Gather and compile data from:

• Google Analytics
• Google Search Console
• Marketing platforms
• Podcast performance reports
• Community organization metrics

Create simple reports and dashboards for leadership review.

 

Project & Operations Support

• Assist in maintaining organized workflows
• Ensure information is properly documented
• Support process improvements
• Help identify operational inefficiencies
• Maintain records and documentation

 

Required Skills

Administrative Skills

• Executive Assistant experience preferred
• Strong project coordination abilities
• Excellent organizational skills
• Time management
• Task prioritization
• Attention to detail

Communication Skills

• Excellent written English
• Professional email communication
• Ability to summarize information clearly
• Strong follow-up skills

Research Skills

• Internet research
• Lead research
• Market research
• Event research
• Data gathering and analysis

Technical Skills

• Google Workspace
• Google Sheets
• Slack
• Canva (basic)
• CRM systems
• Project management software

Preferred:

• Google Analytics
• Google Search Console
• Marketing agency experience

 

Ideal Candidate

The ideal candidate is:

• Highly proactive
• Organized and detail-oriented
• Comfortable working independently
• Reliable and accountable
• Resourceful problem-solver
• Strong communicator
• Curious and analytical
• Able to manage multiple projects
• Comfortable with changing priorities
• Interested in marketing, business development, and operations

Schedule & Compensation

• Approximately 10 hours per week to start
• Flexible working hours
• Long-term opportunity
• Must be available for occasional meetings when required