Marketing & Website Virtual Assistant (Coaching & Consulting)

About the Business

Is a growing coaching practice focused on helping individuals navigate life transitions, build resilience, and achieve meaningful personal growth. Founded by Pamela Z., a former Registered Psychotherapist with over 23 years of experience in mental health and clinical services, the business is currently in its growth stage as Pamela completes her Executive Life Coaching certification.

The ideal VA will support the business's digital presence by maintaining the website, building a strong social media presence, and helping establish effective marketing systems that generate new coaching clients.

Position Summary

We are looking for a proactive, creative, and highly communicative Virtual Assistant who can help build and market an emerging coaching brand. This role combines website management, digital marketing, social media management, and content creation.

The successful candidate should be comfortable working independently, taking initiative, and helping transform ideas into a polished online presence while maintaining regular communication with the client.

Primary Responsibilities

Website Management

• Update and maintain the existing WordPress website.
• Refresh outdated website content.
• Update contact information and business details.
• Fix broken or missing social media links.
• Maintain blog pages and upload new content.
• Suggest website improvements for user experience and lead generation.

Social Media Setup & Management

Help establish the company's online presence from the ground up.

Responsibilities include:

• Create and optimize business social media profiles.
• Recommend the best platforms based on target audience.
• Initially focus on:
• LinkedIn
• Facebook
• Instagram
• (TikTok may be explored in the future.)

Manage:

• Weekly content calendar
• Scheduling posts
• Publishing content
• Basic community engagement
• Social media growth strategies

Target posting frequency:

• Approximately 3 posts per week

Content Creation

• Create social media graphics from scratch.
• Write engaging captions aligned with the coaching brand.
• Design branded marketing materials.
• Repurpose website content into social media posts.
• Create educational and promotional content.
• Maintain consistent branding across all platforms.

Digital Marketing

Assist in growing the business through digital marketing initiatives, including:

• Increasing website visibility
• Building brand awareness
• Supporting client acquisition efforts
• Implementing marketing best practices
• Providing ideas for improving online engagement
• Supporting future marketing campaigns

Future Administrative Support

As the business grows, responsibilities may expand to include:

• Client onboarding support
• Managing online intake forms
• Basic administrative tasks
• Appointment coordination
• Email management
• General virtual assistance

Required Skills

Technical Skills

• Strong WordPress experience
• Website content management
• Canva or equivalent graphic design tools
• Adobe Creative Suite (basic editing)
• Social media management
• Content writing
• Digital marketing fundamentals
• Basic SEO knowledge
• Website optimization
• Scheduling social media content

Preferred Experience

Candidates with experience supporting:

• Coaches
• Consultants
• Therapists
• Mental health professionals
• Personal brands
• Small businesses
• Service-based businesses

Experience helping launch or grow a new business is highly desirable.

Soft Skills

The ideal VA should be:

• Excellent communicator
• Responsive and reliable
• Self-starter
• Creative
• Organized
• Detail-oriented
• Professional
• Comfortable working independently
• Able to provide suggestions and recommendations
• Willing to grow alongside the business

Communication

Preferred communication methods:

• Zoom (primary)
• WhatsApp
• Email

The client values regular check-ins and is comfortable with video meetings.

Working Schedule

• Flexible working hours
• Some overlap with Eastern Time (Toronto) preferred
• Availability for scheduled meetings and collaboration sessions

Hours

• Initial engagement expected once the business is ready
• Minimum: 10 hours per week

Hiring Timeline:

• Not urgent
• Client expects to be ready to hire after completing a her 15-week Executive Coaching certification program
• Currently gathering information and preparing for future hiring 

Preferred VA Profile

The ideal candidate should:

• Have strong website management experience
• Be confident creating content from scratch
• Understand branding and marketing
• Be comfortable helping launch a business online
• Communicate clearly and professionally
• Be proactive rather than waiting for instructions
• Think strategically about attracting coaching clients

Tools & Platforms

• WordPress
• Hostinger
• Canva
• Adobe
• Zoom
• WhatsApp
• Email

Important Client Notes

• Business is still in its growth phase.
• Existing website needs updates rather than a complete rebuild.
• Website currently has outdated contact information and inactive social media links.
• Social media presence has not yet been established .
• Previous SEO agency did not deliver satisfactory results.
• Client is looking for someone who can help build a sustainable online presence and attract new coaching clients.
• Client values collaboration and wants a VA who can contribute ideas rather than simply execute tasks.
• Administrative responsibilities may expand as the business grows.