Virtual Assistant (Client Coordination & Administrative)

Part-Time (5 hours per week, Remote – Ireland Based)

Business Overview

Key Responsibilities

• Manage routine client administration from job booking through to completion
• Follow up with clients for required information, documents and outstanding actions
• Communicate professionally with clients via email and, occasionally, by phone
• Manage appointments and shared calendars
• Answer incoming calls or take accurate messages when the business owner is unavailable
• Carry out accurate data entry and maintain client records
• Keep the client/job tracker up to date
• Upload and submit completed work through relevant online portals
• Organise and maintain documents and files
• Complete general day-to-day administrative tasks
• Monitor outstanding actions and proactively follow up where required
• Identify opportunities to improve or streamline simple administrative processes
  

What a Successful Week Looks Like

• Client jobs progress smoothly from booking through to completion
• Outstanding information and documents are followed up promptly
• Appointments, calendars and client records are accurate and up to date
• Client communications and calls are handled professionally
• Trackers, portals and administrative tasks are completed on time
  

Skills and Requirements

• Strong organisational skills and attention to detail
• Confident communicating with clients by email and phone
• Ability to manage multiple tasks and follow through to completion
• Proficiency in Microsoft 365, particularly Outlook, Word and Excel
• Comfortable working independently and learning new systems
• Good judgement around when to take ownership and when to escalate
  

Preferred (Not Essential)

• Previous administration, client coordination or VA experience
• Experience within professional services or a similar business
• Experience managing workflows requiring client documents or information
  

Working Hours & Location

• 5 hours per week, with the potential for the hours and responsibilities to increase as the working relationship develops
• Flexible working arrangement
• Fully remote role (Ireland-based candidates only)
  

Ideal Candidate

This role would suit someone who is:

• Reliable, organised and detail-oriented
• Takes initiative and follows tasks through to completion
• Is professional and confident when dealing with clients
• Enjoys taking ownership and working independently
• Looks for practical ways to improve administrative processes

How to Apply

For Virtual Assistants Already Registered with Us:

• Please send an email directly to operations@virtualassistants.ie, indicating your interest in the role. Be sure to include the Reference Number (REF: TS0926) in your subject line and mention the role title in your email.

For Virtual Assistants Not Yet Registered with Us:

• If you are not currently registered with Virtual Assistants Ireland but have the skills and experience we are seeking, we encourage you to visit the Become a VA and Working With Us pages before completing the application to register your profile with us.

Application Requirements

As this is a specialist content-focused role, shortlisted applicants will be asked to provide relevant examples of previous work or a portfolio demonstrating professional-services or B2B content experience.

As candidates move through the selection process, they may be asked to prepare a short strategy presentation outlining how they would build and maintain a consistent LinkedIn and content rhythm for a founder-led professional services consultancy.