Virtual Assistant

About the role

This position sits within an online operations and OBM business based in Cork, Ireland. The founder supports established female business owners in making their operations run more smoothly behind the scenes through structured systems, technology, and day-to-day operational support.

This is a contractor engagement for someone who is highly organized, proactive, and comfortable taking ownership of tasks. You will work directly with the founder on client onboarding, content coordination, and general administrative support, following documented SOPs while also using sound judgment where needed.

The role has room to expand over time as the business grows, and close collaboration with an experienced OBM will provide practical exposure to skills that go beyond a standard task list.

Role details

• Contract arrangement: Contractor
• Starting commitment: 10 hours per month, with the opportunity to increase later
• Pay: Approximately €400 per month, with flexibility depending on experience
• Working timezone: Flexible; strong async communication skills are essential
• Start date: To be confirmed

Core responsibilities

The most important part of the role is client onboarding, mainly handled through Dubsado. You will help ensure each new client is set up accurately and that the onboarding process runs without errors.

• Review invoices for accuracy, including dates, VAT details, and payment information
• Log payment-plan dates in Notion and Google Sheets
• Set up client Slack channels and provide access to Notion
• Monitor Dubsado workflows and identify any approvals or issues that need attention
• Support the setup of shared Google Drive folders

You will also assist with content preparation and scheduling across LinkedIn and email marketing.

• Create Instagram graphics using existing Canva templates and submit them for approval
• Prepare approved content for scheduling on LinkedIn
• Schedule email campaigns in MailerLite using existing templates, while inserting copy and keeping mailing lists organized
• Maintain the Notion content calendar

Day-to-day communication is heavily asynchronous, with Loom used for walkthroughs, feedback, and progress updates. You should be comfortable recording and reviewing Loom videos as part of normal collaboration. General administration will also include keeping Notion, Asana, and Google Workspace organized and highlighting anything that appears outdated or incorrect.

What the company is looking for

The ideal candidate should already have experience supporting a business in a virtual assistant or administrative role. Strong Dubsado knowledge, or experience with a similar CRM, is important because it is central to the job.

• Previous experience in a VA or admin support position
• Hands-on experience with Dubsado or a comparable CRM
• Comfort using Google Workspace, Notion, Canva, and LinkedIn
• Willingness to learn Asana, MailerLite, Zapier, Squarespace, Loom, Claude, and ChatGPT
• Strong accuracy and attention to detail, especially with numbers, dates, and setup tasks

The working style required for this role is structured, dependable, and communicative. You should keep commitments, give advance notice if timelines change, and speak up when something seems off. Being honest about what you know and what you still need help with is valued here, as is a curiosity to keep learning as the role develops.

• Reliable, organized, and able to follow through on commitments
• Comfortable working asynchronously through Loom, Slack, and written documentation
• Proactive about spotting issues and raising concerns early
• Transparent about knowledge gaps and open to support and feedback
• Interested in learning and growing with the business

Success measures

Within the first 30 days, you should understand the onboarding process from start to finish, complete your first client setups accurately, and identify any SOP gaps that can be improved together.

By 60 days, onboarding should be running smoothly with little back-and-forth, content should be prepared and scheduled on time, and the tools should be consistently maintained.

By 90 days, you should be able to work independently, catch issues before they escalate, and significantly reduce the founder’s day-to-day administrative load.

What you will receive

• Prepared SOPs and templates available before you begin
• Loom walkthroughs for tasks and processes
• Direct access to the founder via Slack and hands-on support while you learn
• Insight into how a growing OBM business operates
• Opportunity for the role to expand with the business, including more hours, responsibility, and scope

Application process

Applicants are asked to complete the application form in full. Everyone who applies will receive a response within 10 business days.