Marketing & Creatives Virtual Assistant

Job Title: Marketing & Creatives Virtual Assistant

Industry: Digital Media / Personal Brand / Online Business
Department: Marketing
Reports to: Founder
Location: Remote
Employment Type: Full-Time (Remote)

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Role Summary

This role owns the execution of podcast editing, social media management, and basic marketing asset creation to ensure content is delivered on schedule and aligned with brand guidelines. The Marketing Virtual Assistant ensures episodes are edited, published, and repurposed, while maintaining consistent social media presence. Success is measured by timely content delivery, social media consistency, and organized asset management that supports audience growth and engagement.

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Key Responsibilities (Execution-Focused)

• Edit full podcast episodes weekly (audio and/or video) and deliver final export within 48 hours of raw file receipt
• Develop and execute on-brand social media visuals across multiple brands, maintaining visual consistency and adapting creative direction per brand guidelines.
• Produce 5–10 short-form video clips per episode optimized for Reels, TikTok, and YouTube Shorts within 72 hours of episode finalization
• Upload and schedule podcast episodes across Spotify, Apple Podcasts, and YouTube 24 hours before release date
• Write episode titles, descriptions, timestamps, and basic show notes before publishing
• Design 3–5 promotional graphics per episode using Canva aligned with brand guidelines
• Schedule weekly content calendar (3–5 posts per week) across Instagram, Facebook, and TikTok every Monday by 12 PM
• Monitor comments and DMs daily, flagging urgent items to the Founder within 12 hours
• Maintain organized Google Drive folder structure for all raw files, edited assets, thumbnails, and captions
• Track weekly performance metrics (views, engagement, reach, follower growth) and submit summary report every Friday by 4 PM
• Ensure zero missed publishing deadlines across all platforms

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Role Requirements

Experience & Skills

• 1–3+ years experience as a Virtual Assistant supporting marketing or content creators
• Strong video editing experience (CapCut, Adobe Premiere Pro, Final Cut, or similar)
• Podcast editing experience (audio cleanup, trimming, syncing audio/video)
• Proficiency in Canva for social graphics, thumbnails, and promotional assets
• Experience scheduling content using Meta Business Suite, Later, Buffer, or similar tools
• Working knowledge of Instagram, TikTok, YouTube, and podcast publishing platforms
• Basic understanding of content performance metrics and analytics dashboards
• Reliable internet capable of handling large video file uploads/downloads

Mindset & Execution Style

• Executes to deadlines — never misses publishing schedules
• Flags issues early (missing assets, unclear instructions, platform errors)
• Works from checklists and structured workflows to prevent repeated mistakes
• Prioritizes output consistency over perfectionism
• Maintains organized file systems and naming conventions without supervision
• Continuously improves process efficiency and output quality

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Success Metrics / KPIs

• 100% on-time podcast episode publishing
• Short-form clip turnaround time ≤ 72 hours after episode finalization
• Weekly report submission on Friday by 4 PM
• Social media posting consistency: 3–5 posts per week
• File organization accuracy: 100% structured and searchable

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Cross-Functional Collaboration

• Works directly with the Founder to receive content direction and priorities
• Coordinates with guests (if applicable) for headshots, bios, and approvals
• Aligns with brand guidelines to ensure consistent messaging and visual identity
• Supports marketing campaigns or launches by delivering content assets on deadline

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Accountability in Cadence

Daily:

• Monitor and respond to comments/DMs
• Organize and label new files received
• Flag blockers or missing materials

Weekly:

• Edit and finalize 1 podcast episode
• Produce 5–10 short-form clips
• Schedule 3–5 social posts
• Submit performance report every Friday by 4 PM

Monthly:

• Review analytics trends and recommend 1–2 improvement actions
• Audit content library and archive completed projects