Operations & Marketing Virtual Assistant

Part-Time | Long-Term Opportunity | European Business

We are looking for a highly organised, reliable and tech-confident Virtual Assistant to support the operations of a growing premium health and wellness company based in Iceland.

This is not primarily a customer service or social media role.

We are looking for someone who enjoys systems, organisation, data, processes and getting things done accurately.

You will work closely with the CEO and our operations team to help make the business more organised, automated and efficient.

What You’ll Be Working On

Your responsibilities may include:

• Updating and maintaining information across our business systems
• Booking-system administration and quality checks
• Shopify order and customer administration
• Supporting our migration and setup in Pabau
• Updating our internal handbook and SOP system
• Preparing spreadsheets, reports and performance data
• Supporting monthly staff performance reporting
• Preparing payroll/time reconciliation data for approval
• Setting up and updating landing pages
• Setting up email campaigns from approved copy/templates
• Updating website banners, offers, products and discount codes
• Preparing recurring campaigns using previous campaigns and templates
• Uploading and organising content and files
• Performing routine operational checks
• Research and data entry
• Using AI tools such as ChatGPT to work faster and improve processes
• Helping us identify repetitive work that could be automated

Designing polished marketing materials in Canva based on our existing brand guidelines

• Creating and adapting social media graphics, website banners, email graphics and campaign materials
• Repurposing existing campaign designs into different formats and sizes
• Preparing visual assets for recurring promotions and campaigns
• Working from approved messaging/copy — you will not be expected to write our core marketing copy
• Maintaining consistent visual branding across materials
• Using previous campaigns and templates to create new campaign assets efficiently
• Basic image editing and preparation of visual assets for web, email and social media.

Over time, we want this person to become someone we can trust to own recurring operational processes without constant supervision.

Who We’re Looking For

You are likely a good fit if you:

• Have excellent written and spoken English
• Are extremely organised and detail-oriented
• Are comfortable learning new software quickly
• Are confident working with spreadsheets and data
• Follow SOPs accurately
• Can work independently and meet deadlines
• Notice mistakes before they become problems
• Are comfortable using AI tools
• Enjoy improving systems and finding more efficient ways to work
• Communicate clearly when something is unclear or needs escalation
• Take ownership rather than waiting to be reminded

Experience with tools such as Shopify, Pabau, Acuity Scheduling, Google Sheets, Glide, Klaviyo, Notion, Zapier/Make or similar platforms is an advantage, but you do not need experience with every system.

Design Skills Are Important

You should be:

• Highly confident in Canva
• Able to create clean, premium and professional marketing materials
• Comfortable working within established brand guidelines rather than redesigning the brand
• Able to take an existing design and adapt it beautifully across multiple formats
• Detail-oriented with typography, spacing, alignment and visual consistency
• Able to understand the difference between a polished premium brand and generic template-based design

A good visual eye is important for this role.

You do not need to be a professional graphic designer, but you should be significantly stronger in Canva and visual execution than the average general VA.

Hours & Working Arrangement

Initially approximately 15–20 hours per week, with the possibility of developing into a larger long-term role.

Most work can be completed flexibly, but we need some overlap with Iceland/UK working hours for communication and handovers.

This is a remote contractor position.

About Us

The House of Beauty is an established premium health and body clinic based in Reykjavík, Iceland.

We are currently redesigning our operations to become increasingly systemised, automated and less dependent on manual administration.

For the right person, this is an opportunity to become an important part of that transformation rather than simply completing a list of isolated VA tasks.

How to Apply

Please send us:

1. A short introduction about yourself and your previous VA/operations experience.
2. Examples of systems or software you have worked with.
3. Your experience with spreadsheets, AI tools and automation.
4. Your current availability and expected monthly salary/rate for approximately 15–20 hours per week.
5. An example of a repetitive administrative process you have improved or made more efficient in a previous role.
6. A link to 3–5 examples of marketing materials you have personally designed in Canva.

Please start your application with the words “THOB SYSTEMS” so we know you have read the full job post.

We are looking for someone who wants a stable, long-term working relationship and who can grow in responsibility as trust and experience develop.