All-Rounder Virtual Assistant – Admin, HubSpot, Canva (Excellent English, Reliability Essential)

We run an events business in Ireland and the UK and we're hiring one dependable, well-organised Virtual Assistant to be the admin backbone of the operation. You'll manage the bookings inbox, keep our CRM and bookings sheet accurate, create customer designs in Canva, and make sure every booking is fully prepared well before the event date.

This is a long-term role with fixed hours and clear processes. The work itself isn't complicated. What matters is that it gets done, every day, on time, without being chased. If you need a lot of reminders or your availability changes week to week, this isn't the role for you.

WHAT YOU'LL DO

• Manage the bookings inbox in Gmail: reply to enquiries and customers using our templates, send follow-ups, keep the inbox organised and under control (max 20 unread at any time)
• Update HubSpot: contact records, notes, lifecycle/deal stages, lists, and basic email sends
• Keep the Bookings Sheet (Google Sheets) accurate and up to date as the single source of truth for every confirmed booking
• Create customer designs in Canva from our templates (names, dates, logos, simple layouts), send proofs to clients, and chase approvals until every design is signed off
• Send "final details" email s to clients on a fixed weekly schedule (confirmed design, delivery time, balance owed, how to pay)
• Create and send invoices from our templates, track incoming payments, and update booking status
• Send a short weekly status report on anything that's behind schedule
• General admin support as needed

DEADLINES YOU'LL OWN
These are the three targets the role is measured on:
1. All designs 100% approved by the client a minimum of 4 weeks before the event
2. Final details email sent to every client a minimum of 2 weeks before the event
3. Bookings inbox never above 20 unread email s

WHAT WE NEED FROM YOU

• Excellent written English. This is the number one requirement. You'll be writing to Irish, UK and US customers every day and your email s need to read naturally and professionally
• Reliability. Fixed hours, Monday to Friday. Start-of-shift and end-of-shift check-in messages every working day. If you can't work, you tell us before your shift, not after
• Strong organisation. You can track 30+ live bookings at different stages without letting any of them slip
• Confident in Canva. Not just template edits: you can lay out a clean design from a client's logo and brief, and you have an eye for what looks right
• HubSpot experience. You've used it to manage contacts, update records, build lists and send email s. Please state clearly in your application how you've used it
• Comfortable with Gmail, Google Sheets, invoice templates and AI tools (ChatGPT, Claude, Gemini)
• Able to follow written processes exactly and consistently, and to ask when something is unclear rather than guess

NICE TO HAVE

• Previous VA or admin experience with international clients (events, hospitality or weddings a bonus)

HOURS AND SCHEDULE

• 30 hours per week, Monday to Friday, fixed schedule agreed at hiring
• Must overlap with Ireland/UK working hours (GMT/IST) for at least 4 hours a day
• Long-term role with consistent hours. We want someone who'll be with us for years, not months

LONG-TERM ROLE AND PROGRESSION
This is not a short-term contract. We're a growing business and we want one person to grow with it. Prove yourself on the basics in the first few months (deadlines hit, check-ins done, inbox under control) and there's real scope for pay increases and a step up into a more senior role coordinating the wider admin team. We'd much rather promote someone who has shown they're reliable than hire in over them.

PAY AND INCENTIVE

• Paid monthly, on the 30th
• Completion bonus: $250 paid after successfully completing your first 90 days
• The first 90 days are a trial period. Hitting the three deadlines above and keeping the daily check-ins is what passes it
• Pay reviewed after the trial period based on performance

HOW TO APPLY (PLEASE READ CAREFULLY)
Applications that don't follow these steps won't be read.
1. Start your application with the word "PINT" so we know you read this far
2. Tell us, in 3 to 5 sentences, about the last role where you used HubSpot and what you did in it
3. Tell us what your fixed working hours would be (in Irish time)
4. Attach or link one Canva design you've made yourself (any subject)
5. Reply to this short scenario in your own words, as if writing to the customer: A client's event is in 12 days, they haven't approved their design yet, and they haven't replied to your last two email s. Write the email you would send them.