VA/Executive Assistant for Marketing Agency

---

---

Description: We’re a fast-moving digital marketing agency looking for a US-based Virtual Assistant to support our internal team with a mix of contract bidding, file management, and operational support. This is a flexible, ad hoc role that touches various areas of the agency — from project operations to light sales support — and will involve assisting the CEO, Project Manager, Designers, and Marketing team. The ideal person is detail-oriented, proactive, highly organized, and has experience working at a small digital marketing agency. You’ll jump in across tasks like organizing folders, renaming files, submitting proposals on freelance platforms, and supporting internal workflows that keep our team running smoothly. Key Responsibilities General Operations & File Management • Maintain clean, logical folder structures in Google Drive • Rename screenshots and creative files according to naming conventions • Help organize campaign assets, briefs, and reports for easy team access • Format and prep documents for client delivery (PDFs, slides, decks) Sales Support • Monitor for qualified job opportunities using saved filters • Submit proposals using our agency templates, with light customization • Track wins, responses, and follow-ups in shared trackers or ClickUp • Keep agency profiles, testimonials, and case studies up to date Lead Generation Support • Scrape and organize lead data using tools like Apollo or PhantomBuster • Tag and segment leads by industry or persona • Update CRM/contact logs in ClickUp and occasionally HubSpot Who You’ll Be Supporting Project Manager • Rename and organize client deliverables • Assist in creating and maintaining internal trackers • Upload, organize, and QA creative assets or campaign docs Designer • Provide file-naming support for design assets • Organize creative folders and upload references/inspiration • Ensure correct assets are available for different campaigns CEO • Keep folders organized and clean • Track proposal submissions and pipeline progress • Prep internal documentation or summaries • Provide research or support for new internal tools or SOPs Requirements • Must be based in the United States • Must have experience working at a small digital marketing agency • Comfortable with operational and admin-heavy responsibilities • Proficient with ClickUp and Google Drive • Familiar with tools like Apollo, PhantomBuster (or willing to learn) • Excellent attention to detail and task follow-through • Comfortable with ad hoc scheduling and jumping in where needed Time Commitment • Ad hoc hours, based on need — some weeks will be quiet, others busier • Flexible availability, but some overlap with US business hours preferred

Keyword: Freelance Design

Contractor Tier: Hourly: $5.00 - $30.00

Price: $5.0

Executive Support Virtual Assistance Communications File Management Administrative Support