Description:
As we grow, we’re looking for a proactive, experienced Virtual Assistant / Agency Operations Support to keep the engine running smoothly. This role is for someone who is able to work independently - you spot gaps, organise chaos, and make things run better without needing constant direction. You’ll be the backbone of agency operations, supporting sales flow, client delivery, freelancers, finance admin, and internal processes.
This is not an entry-level VA role. We’re looking for someone who has done this before and is comfortable operating independently in a fast-moving agency environment.
Key responsibilities
1. Sales & pipeline support (non-selling)
- Maintain and update the CRM
- Log call notes, actions, and follow-ups
- Track warm leads and dormant opportunities
- Prepare weekly pipeline and status summaries
- Ensure nothing slips post-conversation
2. Client onboarding & delivery support
- Coordinate client onboarding (documents, access, timelines)
- Maintain project trackers and delivery schedules
- Support client update communications and logistics
- Flag risks, delays, or scope creep early
- Keep delivery organised and moving
3. Freelancer onboarding & delivery hygiene
- Onboard freelancers (contracts, NDAs, tools, access)
- Maintain a freelancer bench (roles, rates, availability)
- Track freelancer invoices and budget alignment
- Ensure briefs, assets, and approvals are documented
- Support smooth collaboration across projects
4. Finance & admin support
- Issue and track client invoices
- Monitor incoming payments and outstanding invoices
- Support monthly budget and expense reviews
- Prepare invoices and records for the bookkeeper
- Maintain clean, accurate financial admin
5. Process & documentation
- Maintain and improve internal processes and SOPs
- Keep templates, trackers, and documents up to date
- Ensure tidy file and system management (Notion/Drive)
- Identify opportunities to improve efficiency
6. Marketing & communications support (non-strategic)
- Publish approved content (e.g. LinkedIn scheduling)
- Upload and organise case studies and assets
- Coordinate with freelancers on assets and timelines
- Track basic performance metrics and reporting
7. Events & project support
- Support planning and coordination of agency events
- Manage guest lists, RSVPs, and logistics
- Coordinate suppliers and materials
- Handle post-event admin and follow-ups
To avoid any confusion, this role does not include:
- Inbox or calendar management
- Sales calls or pitching
- Strategy or creative direction
- Copywriting or content creation
- Financial decision-making
Experience & profile required
- 3–6+ years experience as a VA, Operations Assistant, or Agency Support role
- Experience supporting agencies, consultancies, or professional services businesses
- Comfortable working directly with a founder
- Highly organised with strong attention to detail
- Proactive, self-starting, and solution-oriented
- Able to work independently without constant instruction
- Confident managing multiple priorities at once
- Excellent written English
- Comfortable working UK business hours