Part-Time Virtual Assistant – Client Communications & Admin (Private Chef & Catering)

Role Overview We’re looking for a client-focused, detail-oriented VA to handle: ● Inbox & lead management ● Scheduling and basic follow-up with clients ● Light marketing communications (simple newsletters / CRM updates) This is a part-time role (20 hrs/week) to start, with a strong possibility of scaling up toward full-time as the business grows and responsibilities expand.

Key Responsibilities

• 1. Inbox Management & Lead Triage
• Monitor shared and/or personal email inboxes for:

○ New leads and inquiries ○ Client questions, updates, and event details

• Filter, organize, and prioritize emails:

○ Remove or file junk/non-essential messages ○ Flag urgent and time-sensitive items ○ Create a simple daily digest/summary of: ■ New leads received ■ Who needs a response and by when

• Ensure no inquiry is missed and follow-up tasks are clearly tracked.
• 2. Lead Handling & Client Communication
• For straightforward inquiries, send initial responses using templates or guidance:

○ Request key details about the event (date, time, location, guest count, type of service, etc.) ○ Ask clarifying questions to quickly get to the “meat and potatoes” of what’s needed

• Where appropriate, handle simple back-and-forth without needing Morgan for every step, escalating to him only when needed.
• Occasionally call clients/prospects (when required) to clarify simple details or confirm information.
• Maintain a friendly, professional tone in all communication that matches the brand and level of service.
• 3. Scheduling & Coordination Support
• Help book and confirm calls or tastings, as needed.
• Coordinate calendars to avoid double-booking.
• Send reminders or confirmations to clients prior to calls or events, as directed.
• 4. Light Marketing & CRM / Newsletter Support (Nice-to-Have)
• Support basic CRM tasks, such as:

○ Updating contact details ○ Tagging or categorizing leads ○ Keeping notes on lead status (e.g., new, quoted, booked, follow-up needed)

• Assist with simple outbound communications, such as:

○ Drafting short email newsletters or promotional messages ○ Structuring content and graphics (provided by client) into clear, well-written emails

• Help ensure consistency of communication (e.g., letting clients know about promos, seasonal offerings, or special menus).

Must-Have Qualifications

• 3+ years experience as a Virtual Assistant, Administrative Assistant, or Customer Support/Client-Facing role
• Excellent written and spoken English
• Strong email management skills:

○ Comfortable handling high volume inboxes ○ Skilled at sorting, filtering, and summarizing information

• Proven experience with client communication:

○ Writing clear, professional, and friendly emails ○ Asking smart follow-up questions to get necessary details

• Highly organized and detail-oriented – no dropped balls, especially with leads and timelines
• Proactive and self-directed:

○ Can follow instructions, then independently manage recurring tasks ○ Comfortable making suggestions on better ways to organize communication and workflows

• Tech-comfortable with:

○ Email (Gmail/Outlook or similar) ○ Basic office tools (Google Workspace or Microsoft Office)

Nice-to-Have

Experience

• Experience in hospitality, events, catering, food service, or service-based businesses
• Background with CRM tools (any platform) and/or basic email marketing tools
• Prior experience helping small business owners manage:

○ Leads pipelines ○ Simple newsletters/promotions

• Comfortable making occasional client calls in English

Soft Skills & Traits

• Warm, professional, and service-oriented
• Not easily flustered; can handle multiple inquiries and threads at once
• Good judgment on what needs (your boss) attention vs. what you can handle
• Open to feedback and able to adapt quickly as the role expands (especially into more marketing/communications over time).

$500 - $700 a month Type: Part-Time (20 hours/week to start, potential to grow to full-time) Time Zone: Must comfortably support Eastern Time (ET) with overlap during U.S. business hours Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM Apply tot his job Apply To this Job