Part-Time Virtual Assistant: Research Admin, Household Coordination (Mom’s assistant), and Small Business Support

Title: Part-Time Virtual Assistant: Research Admin, Household Coordination (Mom’s assistant), and Small Business Support

About the role
I run a small spiritual business and am a graduate student and mother. I’m looking for a reliable, detail-oriented, long-term virtual assistant to take recurring admin work off my plate. This is an ongoing part-time role with a clear weekly routine. I value honesty, discretion, detail-orientation, and clear communication over speed.

Hours and pay
The pay rate for this role is $6-$8/hour, about $400-$500 USD/month
15-20 hours per week (flexible schedule, with some overlap with US Pacific Time for calls)
Paid monthly through Wise or PayPal at an agreed hourly or flat monthly rate
Paid trial task first, then a 30-day probation period

Responsibilities (1-2hrs/week)

Grad school support (weekly)
Locate and download scholarly articles from a reading list I provide, and input into applications such as Zotero, Speechify, Kobo on a weekly Basis
Upload and organize articles in Zotero, Google Drive, and Speechify (apps) folders using a consistent naming and folder system
Run articles through an AI summarization workflow I provide and format the summaries in a template
Keep a simple tracker of what was found, what couldn’t be accessed, and what needs my attention

Household management (~5 hours/week)
Research and schedule doctor, dental, and other appointments by phone or online portal (booking and reminders only)
Manage family calendar: updating and adjusting, for example: dr appointments, custody schedule, family events, children’s extracurricular activities, family trips
Order groceries and household supplies within a set budget using a virtual card
Gift research, ordering, and shipping around birthdays and holidays
Calendar and reminder management

Small business admin (8-12 hours/week)
Inbox management
Event Calendar scheduling and coordination
Managing teacher and client recruitment email s
Drafting and scheduling weekly posts in MightyNetwork (platform)
Light customer service replies
Data entry and file organization
Light social media content creation (reviewing transcripts of past sessions and pulling quotes or video highlights)

Requirements
Two 1-hour zoom meetings a week, Mondays and Thursdays PT (start and end of the week) to set the needs for the week
Excellent written and spoken English (you will be speaking with US doctors’ offices)
At least 1 year of experience as a VA or in an admin role
Comfortable with Google Workspace (Drive, Docs, Sheets, Calendar, Gmail)
Willingness to learn Zotero (experience is a plus)
Reliable internet, a quiet workspace, and a working computer and headset
Able to follow written instructions and ask questions when something is unclear
Respectful of confidentiality: you will see private personal, health, and client information
Respect for and openness to a spiritual business (no need to share my beliefs)
Nice to have
Academic or research support experience
Experience with Google Drive, Mighty Network, MailChimp
Familiarity with AI tools such as Claude AI

How to apply
Please answer ALL of these questions in your application. Applications that skip them will not be reviewed:
Briefly describe a time you managed recurring weekly tasks for a client. How did you keep track of everything?
What is your typical weekly availability and time zone? Do you have any other clients or a full-time job?
What is your internet setup and what happens if it goes down?
Write two sentences confirming you read the job post, and include the word “yellowbird” in your first line.
Pay schedule preference: weekly, biweekly (2x month), or monthly
Attach a short (1–2 minute) video introduction if you can. This helps me hear your English and get a sense of you.