Administrative & Program Operations Virtual Assistant

The role of an Administrative & Program Operations Virtual Assistant at 20four7VA

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

The company is a leadership development and coaching organization serving adults, youth, and parents through workshops, programs, and educational resources. The founder operates as a solo practitioner and is seeking a Senior-level Business Support Virtual Assistant to bring structure, organization, and consistency to the business.

This role is designed to help transform existing ideas, materials, and programs into organized systems—including a centralized resource library, repeatable event promotion workflows, and consistent follow-up processes.

The initial phase will involve heavy organizational setup, followed by ongoing operational support once systems are in place. The ideal VA is highly organized, process-oriented, and proactive, with experience supporting coaches, educators, or service-based businesses.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Administrative Organization & Systems Setup

• Organize digital files, documents, and shared drives into a clear, structured system.
• Consolidate existing leadership, coaching, and parenting program resources into a centralized internal resource library.
• Create simple SOPs, trackers, and workflows to support ongoing operations.
• Assist with managing and organizing intellectual property using secure file-sharing practices.

Program & Event Coordination

• Schedule and manage workshops, sessions, and programs using tools such as Eventbrite, Evite, or similar platforms.
• Coordinate event listings across community forums, calendars, and relevant platforms.
• Maintain a consistent cadence for event scheduling and promotion.
• Support attendee follow-ups and basic communication workflows.

Promotion & Outreach Support

• Assist with promoting workshops and resources through social media, email, and other methods.
• Schedule posts, announcements, and reminders to ensure consistent visibility.
• Help create and organize promotional materials and messaging templates.

Operational & Communication Support

• Maintain reminders and follow-up tasks. (optional)
• Assist with lead communication tracking.
• Provide regular updates on completed work, upcoming tasks, and system improvements.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Senior-level experience as a Business Support VA, Executive Assistant, or Operations Assistant.
• Strong organizational and process-building skills.
• Experience supporting coaches, educators, nonprofits, or service-based businesses preferred.
• Comfortable setting up systems from scratch and bringing structure to existing materials.
• Strong written and verbal English communication skills.
• Tech-savvy with the ability to learn and adapt to new tools quickly.
• Discretion and professionalism when handling sensitive information.

APPLICATION SOFTWARE KNOWLEDGEABLE/REQUIRED:

• Google Workspace (Docs, Sheets, Drive, Calendar)
• Event platforms (Eventbrite, Evite, or similar)
• Basic social media scheduling tools
• Shared drive and file-organization systems
• Task or project management tools (training provided if needed)

Work Schedule

• Contracted Hours per Week: 10-20 Hours
• Scheduled Working Days: Monday through Friday
• Daily Working Time: 10 AM- 4 PM EST (Flexible)

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

To learn more about 20four7VA visit their website

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