Virtual Assistant & Operations Support

Administrative Support

Manage the founder's calendar, schedule meetings, and handle email correspondence
Organize and maintain digital files, documents, and databases, following our naming conventions
Assist with invoicing, expense tracking, and basic bookkeeping, including chasing overdue payments
Help create and update sales materials, proposals, and reports
Support influencer admin: maintain contact lists, send follow-ups, chase invoices and deliverables from creators

Social & Client Operations
Schedule and publish social content across client accounts from provided calendars
Check DMs and comments across client Instagram & TikTok accounts daily; flag anything needing a strategic reply
QA published content: confirm posts went out correctly (captions, tags, links)
Keep Notion records updated (clients, meeting notes, task status)

Sales & Client Acquisition Support
Supporting Our Current Clients
Identify upsell opportunities within existing accounts and flag them to account leads
Support client relationship management: help address concerns and keep clients satisfied

Identify and research potential clients for Chi Media
Build and maintain a lead database using CRM tools
Run outreach and follow-ups, and help prepare proposals, contracts, and pricing details

What You'll Bring
3+ years in a VA, Ops Coordinator, or EA capacity, ideally at an agency or fast-moving small business
Comfort with sales or client-facing outreach; closing experience is a plus but not the core of the role
Excellent written and verbal communication in English; Dutch reading comprehension a plus
Highly organized: comfortable managing many small recurring tasks and multiple client relationships at once
Comfortable with CRM tools, Notion, social scheduling tools, and basic spreadsheets
Proactive: chases people down rather than waiting to be asked
Trustworthy with sensitive information (client accounts, invoices, founder's inbox)
Some overlap with CET business hours for real-time client and inbox coverage

Nice to Have
Marketing or social media agency experience
Meta Business Suite, TikTok Business, Canva, Later