Virtual Assistant (Operations & Project Coordinator)

NINE29MEDIA – Virtual Assistant (Operations & Project Coordinator)
Position: Part-Time Virtual Assistant (Remote)
Hours: Flexible (approximately 15-20 hours/week to start)
Compensation: Starting at $500/month (with opportunity for growth based on performance)
About Us
NINE29MEDIA is a growing social media marketing agency that specializes in content creation, social media management, branding, and digital marketing strategy for businesses in hospitality, real estate, retail, and local service industries.
We're looking for an organized, proactive Virtual Assistant who enjoys managing projects, keeping teams accountable, and making sure nothing falls through the cracks. This role is ideal for someone who loves organization, communication, and creating efficient systems.

Responsibilities
Project & Editor Management
Serve as the primary point of contact for all freelance video editors.
Assign editing projects.
Track project progress and deadlines.
Follow up with editors to ensure on-time delivery.
Coordinate revisions between editors and the agency.
Maintain the Editor Tracker and keep project statuses up to date.
Notify the team when projects are completed or delayed.

Social Media Scheduling
Upload approved content into our scheduling platform (Rella).
Schedule posts across multiple client accounts.
Upload captions, hashtags, and location tags.
Ensure monthly content calendars are fully scheduled.
Notify the team when content is ready for client approval.

Outreach & Lead Generation
Send approved outreach messages to prospective businesses.
Research and identify businesses that fit our target market.
Track all outreach activity in the Lead Tracker.
Follow up with prospects when appropriate.
Flag warm leads for the team to continue the sales process.

Administrative Support
Organize Google Drive folders and client assets.
Maintain project spreadsheets and trackers.
Keep internal databases organized and current.
Assist with file organization and documentation.

Research
Conduct research for various projects, including:
Competitor and industry research
Trending social media accounts
Marketing ideas and campaign inspiration
Event venue research
Vendor and partnership research
White-label service providers
Software and tool recommendations
Research should be delivered in an organized document or spreadsheet.

Event Planning Support
Assist with planning agency and client events by researching:
Venues
Pricing
Capacity
Vendors
Availability
Contact information
Logistics

Task Management
Work from the agency's VA Task Tracker.
Update task statuses throughout the day.
Communicate when blocked or waiting on information.
Meet assigned deadlines.
Keep projects moving without constant supervision.

What You Will NOT Be Responsible For
This role will not include:
Sales calls
Pricing proposals
Client strategy meetings
Creative direction
Filming content
Final editing
Contract negotiations
Final client approvals

Skills We're Looking For
Extremely organized
Strong written English
Excellent communication skills
Detail-oriented
Self-motivated
Comfortable learning new software
Able to manage multiple projects simultaneously
Proactive problem solver
Comfortable working independently

Software You'll Use
Google Sheets
Google Drive
Slack
Rella
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Canva
ChatGPT
Notion (future)
Gmail

Success in This Role Looks Like
After 90 days, you will:
Keep all editing projects organized and on schedule.
Ensure every client's content is scheduled on time.
Maintain accurate project trackers.
Generate consistent outreach activity.
Identify and organize warm leads.
Help the agency operate more efficiently by reducing the day-to-day workload on the founder.

How to Apply
If you're interested in joining the NINE29MEDIA team, please send the following to ----------

A 1–2 minute introduction video telling us:
Who you are
Where you're from
Your work experience
Your weekly availability and time zone