Marketing Agency Virtual Assistant

Company: OxBow USA: Full-Time (Monday–Friday) 40 hours/week

Please upload your resume
Must be able to speak English fluently to be considered for this position

READ ENTIRE JOB DESCRIPTION:

--- READ BEFORE APPLYING --- At the very top of your application, please write the word "OXBOW" in all caps followed by your response to the scenario at the bottom of this job description. Applications that do not follow this instruction will be automatically disqualified.

About the Role:
OxBow USA is seeking a high-level virtual assistant behind our leadership team. We are looking for a professional who can master our brand voice and handle the day-to-day operations of a fast-paced agency.

This is a unique "behind-the-scenes" role. You will not be building your own client relationships; instead, you will be the "Ghostwriter" and operator for the owners. Whether you are responding to a ticket or a CRM text, you will be communicating on behalf of the OxBow Team or as a specific executive, ensuring a seamless and consistent experience for our clients.

Your Key Responsibilities:
Executive Correspondence: Monitor FreshDesk, Google Chat, and CRM text messages. You will draft and send responses acting as the "OxBow Support Team" or ghostwriting for our owners to ensure clients receive immediate, professional assistance.

Inbox & Triage: You will be the first to see incoming requests. You’ll handle simple "how-to" tasks immediately and organize complex high-level issues for the owners to review.

CRM Operations (GoHighLevel): Manage the daily "flow" within our CRM. You will update contact records, manage tags, and fulfill simple client requests (like updating automations or schedules) using GoHighLevels internal help desk if you are unsure of how to do it on your own.

Information Management: Ensure no detail is missed. If a client sends a text with a new piece of information, you ensure it is updated in the CRM and that the relevant tea ---------- mbers are notified.

The Daily Signal: Provide a daily morning summary to the owners, highlighting urgent items that require their personal eyes and confirming that all other "standard" operations are moving smoothly.

Required Skills & Experience:
Master of Brand Voice: You must be able to write in a professional, rugged, and efficient tone that matches the OxBow brand.

GoHighLevel Proficiency: You should be comfortable navigating the "Conversations" and "Contacts" tabs in GHL.

Executive Discretion: You will be working within the owners' communication channels. High integrity and a "security-first" mindset are non-negotiable.

Proactive Problem Solver: You don't just report problems; you find the solution in our SOPs or GHL Help Docs and present the "Fix" to the owners.

Technical Requirements:
High-speed, reliable internet (with a backup plan).

Ability to use password management tools for secure access.

Extreme attention to detail—you are the final filter before a message goes to a client.

Why Join OxBow?
You will be the right hand to the agency owners. We value loyalty, precision, and the ability to "own" a process. If you enjoy making a complex system run like a well-oiled machine, we want to talk to you.

SCENARIO - RESPOND TO THIS WITHIN YOUR APPLICATION:

The "Missing Content" Scenario:

The Situation: It is Thursday afternoon. A long-time client, "Highwood Outfitters," sends an urgent text message in the CRM. They are frustrated because their new Facebook Ads were supposed to launch today, but they are not live yet.

The Context (What you find when you look into it):

You check the internal notes and see the Ads Manager couldn't start because the client never sent the final "Grand Opening" images.

The client was sent an email 3 days ago asking for the images, but they never replied.

The owner of OxBow is currently in a 4-hour meeting and cannot be reached.

Your Task: Write a response to the client via the CRM text thread to deescalate the situation and find a solution.

You must respond as a ghostwriter, acting as if you are the owner who the text was sent to and replying from the owners number.

Please include your drafted response in your application at the top.