Looking for: Personal / Administrative VA
Role Overview:
We are seeking a proactive, detail-oriented, and highly
reliable Personal & Administrative Virtual Assistant to support both
personal and business operations for a strategic branding, marketing, and
creative studio.
This role combines personal assistant responsibilities with
administrative support across a dynamic and evolving business environment. The
ideal candidate is resourceful, organized, tech-savvy, and capable of working
independently while taking initiative.
This is not an “order-taker” role, we are looking for
someone who can think critically, identify opportunities for improvement,
proactively contribute ideas and solutions, and help streamline workflows
through AI tools and automation wherever possible.
The position will begin with approximately 5 hours per week,
with the potential to increase over time depending on workload, performance,
and business needs.
Scope of Work:
Responsibilities may include, but are not limited to:
Administrative & Business Support
Inbox
& Communication Management
Managing
and organizing multiple email inboxes
Inbox
clean-up and email archiving projects
Daily
email triage and prioritization
Filing
and organizing emails
Drafting,
writing, and replying to emails
Preparing
draft responses for sensitive or project-specific communications
Referring
emails/tasks to the appropriate team member
Managing
recurring communications and follow-ups
Calendar
& Scheduling Management
Managing
calendars, appointments, and diary scheduling
Updating
and maintaining Calendly schedules weekly
Coordinating
meetings and bookings
Supporting
scheduling across business and personal commitments
SOPs,
Documentation & Workflow Organization
Creating,
organizing, updating, and maintaining SOPs (Standard Operating
Procedures)
Ensuring
all repeated activities have documented SOPs where appropriate
Maintaining
organized workflows, documentation, folders, and archives
Setting
up project folders and project time logs
Supporting
process improvements and operational efficiency
Business
Administration
Assisting
with client onboarding processes
Managing
recurring daily, weekly, monthly, and annual administrative tasks
Time
log tracking and administrative reporting
Research
and information gathering
Annotating
PDF proposals with requested changes for the design team
Supporting
general business administration tasks as required
Assisting
with project coordination and workflow setup
Supporting
collaboration across internal teams and external contractors
CRM
/ Database / Platform Support
Adding
and organizing contacts in Mailchimp
Scanning
inboxes and databases for lead/contact management
Creating
new client profiles in Xero (optional)
Creating
quotes in Xero (optional)
Client
Project Support, responsibilities may also include assisting with:
Project
research and information gathering
Administrative
support for client projects
Social
media coordination and scheduling
Competitor
and market research
Lead
generation research
Creative
and marketing support tasks
Future
project coordination support as the role evolves
Personal Assistant Support
Personal
Administration
Managing
personal calendars and appointments
Daily
meeting and diary management
Travel
research, planning, and bookings
Event
organization (e.g. children’s parties, family events)
Managing
personal to-do lists and reminders
Household
administration and online tasks
Assisting
with elderly parent-related administrative support
Meal
planning coordination
Grocery
and household online shopping coordination
Fruit
and vegetable weekly online order coordination
Gift
sourcing and online shopping research
Marketplace
and product research
Personal
Communication Support
Drafting
and sending emails relating to personal matters
Coordinating
with various personal stakeholders and service providers
Updating
family weekly planners
Handling
occasional confidential or sensitive matters with discretion and
professionalism
Shopping
& Purchase Coordination
Conducting
online shopping research and cart preparation
Finalizing
selections and preparing purchases for approval/payment
No
credit card handling is required; final payment approval and processing
will remain with Rosie
AI
& Automation Support
A key part of this role is identifying opportunities to
improve efficiency through AI tools, automation, and smarter systems.
The ideal candidate should:
Suggest
AI tools and automations where appropriate
Help
reduce repetitive manual tasks
Improve
operational workflows and efficiencies
Support
implementation of AI-assisted systems and processes
Understand
how to balance automation with “human-only” high-value tasks
Qualifications:
Required:
Previous
experience as a Virtual Assistant, Executive Assistant, or Administrative
Assistant
Strong
organizational and time management skills
Excellent
written English communication skills
Ability
to work independently and take initiative
High
attention to detail
Strong
critical thinking and problem-solving abilities
Comfortable
handling confidential and sensitive information
Reliable
internet connection and home office setup
Comfortable
learning new systems and workflows
Preferred:
Experience
supporting founders, executives, or small business owners
Experience
working in creative, branding, marketing, or agency environments
Familiarity
with social media coordination or content planning
Experience
with lead generation or online research
Experience
creating or maintaining SOPs and process documentation
Experience
with AI tools, automations, and workflow optimization
Ability
to think strategically rather than simply follow instructions
AI-forward
mindset with the ability to use AI tools thoughtfully and effectively
Ideal
Candidate Profile, the ideal candidate is:
Proactive
rather than reactive
Capable
of thinking independently
Comfortable
with changing priorities
Resourceful
and adaptable
Highly
organized and detail-oriented
Tech-savvy
and AI-comfortable
Process-minded
and efficiency-focused
Interested
in long-term collaboration and growth
Tools & Platforms, experience with the following tools
is preferred:
Google
Workspace (Docs, Sheets, Drive, Gmail, Calendar)
Google
Chat
Calendly
Asana
Mailchimp
Xero
AI
tools such as Claude and ChatGPT
Additional
tools and systems may be introduced over time as needed.
Hours & Working Style:
Initial
commitment: starting with a minimum of 5 hours per week for the 1st two
months; Flexible working hours
Potential
increase to 10+ hours per week afterwards
Flexible
schedule provided deadlines and communication expectations are met
Tasks
are generally not highly time-sensitive
Work
and availability should be distributed consistently throughout the week
rather than completed in a single day to allow for changing priorities
Weekly
check-ins and task briefings may be conducted
Strict
EOD report sending is required.
Must
send client of:
Accomplished
tasks
Pending
tasks
Any
blockers or items needing attention
VA
must include the total hours consumed for the day/week.
VA
must notify client once they are approaching or have reached 4 hours in a
given week.
Additional Notes:
Holiday
work set up:
These are the Victoria school holiday schedule for 2026
(this will change each year) - during these periods, Client don’t tend to work
as much, so hours may continue as normal, be reduced or cancelled for these
periods. Other holiday periods will be advised as they arise.
Autumn
(Easter) Holidays: Friday, 3 April to Sunday, 19 April
Winter
Holidays: Saturday, 27 June to Sunday, 12 July
Spring
Holidays: Saturday, 19 September to Sunday, 4 October
Summer
Holidays: Saturday, 19 December to late January 2027 (exact
return dates for teachers/students depend on the 2027 calendar)
No work, no pay set up.
Target Start Date:
ASAP
- hiring process expected to begin immediately upon finalization of the
role requirements.