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