Marketing Campaign Support:
• Assist in developing and executing marketing campaigns.
• Coordinate and track projects for timely completion.

• Collaborate with team members to ensure brand consistency.

Vendor Management:
• Manage relationships with external vendors and service providers.
• Negotiate contracts for cost-effectiveness and quality.
• Oversee procurement of marketing materials.

Project Management:
• Use Asana to track and manage marketing projects.
• Ensure projects are completed on time and within budget.
• Communicate project status to stakeholders.

Administrative Support:
• Provide administrative support, including scheduling meetings.
• Prepare reports and marketing materials as needed.
• Maintain accurate marketing databases.

Content Creation and Management:
• Assist in creating and distributing marketing content (social media posts, email campaigns).
• Monitor and analyze campaign performance for improvements.

Event Coordination:
• Assist in planning and executing marketing events (trade shows, webinars).
• Coordinate logistics and manage registrations, and ensure smooth event operations.

Accounting & Bookkeeping:

• Maintain accurate financial records and perform regular bookkeeping tasks.
• Prepare and manage invoices, receipts, and expense reports.
• Assist with budget tracking and financial planning.

Appointment Setting & Calendar Management:

• Schedule and manage appointments, meetings, and events using tools like Calendly.

• Organize and maintain multiple calendars to ensure no conflicts.

• Coordinate and confirm appointments with clients and internal teams.

Website Management:

• Update and maintain the company website, ensuring content is current and accurate.

• Monitor website performance and troubleshoot any issues.

• Collaborate with developers and designers for website improvements.

Video Editing & Content Creation:

• Edit and produce videos for marketing and internal use.

• Create engaging content for social media platforms, including graphics and videos.

• Develop marketing materials and presentations.

Social Media Management:

• Manage and grow social media presence on platforms like Facebook, LinkedIn, and others.

• Create, schedule, and post content regularly to engage with the audience.

• Monitor social media trends and analytics to optimize performance.

Research & Lead Generation:

• Conduct market research and analyze data to support business decisions.

• Identify potential leads and opportunities for business growth.

• Collect and organize data for targeted marketing campaigns.

Graphic Design:

• Design visually appealing graphics for social media, websites, and marketing materials.

• Ensure consistency in branding and design across all platforms.

• Collaborate with marketing teams to produce high-quality visual content.

File & Records Management:

• Organize and maintain digital and physical files, ensuring easy access and retrieval.

• Manage records, ensuring they are up-to-date and compliant with regulations.

• Prepare and organize documents for meetings and presentations.

Email Management & Correspondence:

• Manage and prioritize inboxes, responding to emails promptly and professionally.
• Draft, proofread, and send emails on behalf of executives and team members.

• Coordinate email communications and follow-ups.

Data Management & Analysis:

• Scrape, clean, and analyze data to provide actionable insights.
• Maintain and update CRM systems, ensuring data accuracy.
• Generate reports and dashboards to track key performance indicators (KPIs).

Customer Service & Support:

• Provide excellent customer service, addressing inquiries and resolving issues promptly.

• Assist with onboarding new clients and maintaining client relationships.

• Handle customer communications across various channels.

Personal Errands & Event Planning:

• Assist with personal tasks and errands for executives as needed.

• Plan and coordinate events, meetings, and other company activities.

• Manage logistics and ensure smooth execution of events.

Copywriting & Document Preparation:

• Write, edit, and proofread copy for marketing materials, blogs, and social media.

• Prepare and format documents, presentations, and reports for internal and external use.

• Ensure all written content is clear, concise, and aligned with company tone and branding.

Information Technology Support:

• Provide basic IT support and troubleshoot technical issues.

• Assist with software installation, updates, and maintenance.

• Liaise with IT professionals for more complex technical problems.

Team Management:

• Supervise, mentor, and support a team of virtual assistants to ensure they meet performance standards.
• Assign tasks and projects to team members based on their skills and workload.
• Conduct regular team meetings to discuss progress, challenges, and updates.-Provide constructive feedback and conduct performance reviews.

Client Management:

• Act as the main point of contact for clients, ensuring their needs are met and issues are resolved promptly.

• Understand client expectations and communicate them effectively to the VA team.

• Monitor client satisfaction and address concerns proactively.
• Ensure that all client communication is professional and timely.

Training and Development:

• Identify training needs and organize training sessions to improve team skills and knowledge.
• Develop onboarding processes for new virtual assistants.
• Encourage continuous learning and professional development within the team.

Process Improvement:

• Analyze existing workflows and processes to identify areas for improvement.

• Implement new tools and techniques to increase efficiency and productivity.

• Ensure that best practices are followed across the team.

Quality Assurance:

• Monitor the quality of work delivered by the VA team to ensure it meets or exceeds standards.
• Review and approve completed tasks and projects before submission to clients.
• Implement quality control measures and provide guidance for improvement.

Reporting and Documentation:

• Maintain records of team performance, client interactions, and project progress.
• Prepare regular reports for management on team performance, client satisfaction, and operational efficiency.
• Ensure proper documentation of processes, procedures, and client requirements.

Administrative Duties:

• Assist in handling escalated administrative tasks as needed.

• Manage schedules, appointments, and other administrative functions for the VA team.

• Ensure that team members adhere to company policies and procedures.

• Print Design: Develop and design a wide range of printed materials, including brochures, flyers, posters, business cards, packaging, and other marketing collateral.

• Branding: Ensure all designs align with the brand’s identity and maintain consistency across all printed materials.

• Pre-Press Preparation: Prepare and adjust files for print, ensuring correct color profiles, resolution, and file formats to meet printer specifications.

• Client Collaboration: Work closely with clients to understand their needs, present design concepts, and incorporate feedback to finalize designs.

• Project Management: Manage multiple design projects simultaneously, ensuring deadlines are met without compromising quality.

• Proofing & Quality Control: Review and proof designs before final production, ensuring accuracy in layout, typography, and colors.

• Material Selection: Advise on the best materials, finishes, and printing techniques to achieve the desired outcome for each project.

• Trend Awareness: Stay updated on the latest design trends and printing technologies to bring innovative ideas to the table.

• Vendor Coordination: Liaise with printers and other vendors to ensure accurate and timely delivery of printed materials.

• Talent Sourcing: Utilize various channels (job boards, social media, professional networks) to proactively identify and engage potential candidates.

• Screening and Interviewing: Review resumes, conduct initial screenings, and schedule interviews with candidates to assess their skills, experience, and cultural fit.

• Job Posting: Create and manage job postings on different platforms, ensuring they are optimized to attract high-quality candidates.

• Candidate Management: Maintain a talent pool and track all applicant interactions in the applicant tracking system (ATS).

• Collaboration: Work closely with hiring managers to define job requirements, develop interview questions, and create a selection process tailored to each role.

• Offer Negotiation: Present and negotiate job offers, ensuring alignment with the company’s compensation strategy.

• Onboarding: Coordinate the onboarding process for new hires, ensuring a smooth transition into the company.

• Employer Branding: Promote the company’s employer brand through recruitment marketing strategies and by ensuring a positive candidate experience.

• Data and Reporting: Analyze recruitment metrics, prepare reports on key recruitment activities, and suggest improvements to the recruitment process.

• Compliance: Ensure all recruitment activities are in compliance with legal requirements and company policies.

Bookkeeping & Accounting:

• Maintain accurate and up-to-date financial records.
• Process accounts payable and receivable.
• Reconcile bank statements and other accounts regularly.
• Prepare financial reports and statements as needed.
• Ensure compliance with financial regulations and company policies.

Administrative Support:

• Set appointments and manage schedules.
• Provide customer service support, handling inquiries and resolving issues.
• Maintain and update the CRM system.

• Assist in general office management tasks.

Database Maintenance:

• Maintain and update databases, ensuring accuracy and completeness.
• Organize and manage electronic files and records.

Video Editing (if applicable):

• Edit and produce video content for internal and external use.
• Ensure videos are of high quality and align with company branding.

LinkedIn and Social Media Management:

• Manage and update LinkedIn profiles for executives.
• Create and schedule content on LinkedIn and other social media platforms.
• Engage with the network, respond to messages, and build connections.
• Monitor LinkedIn analytics and adjust strategy to improve engagement and reach.

CRM Management:

• Maintain and update CRM databases, ensuring accuracy and completeness.
• Track interactions with clients and leads within the CRM.

• Generate reports from CRM data to analyze performance metrics and support decision-making.

• Implement lead generation strategies through CRM tools.

Administrative Support:

• Handle calendar management, appointment scheduling, and travel arrangements.

• Manage email correspondence, responding to inquiries and prioritizing urgent matters.

• Assist with personal errands and ad hoc tasks as needed.

• Conduct market research and prepare reports on industry trends.

Copywriting and Communications:

• Draft professional emails, follow-up communications, and business correspondence.
• Write and edit content for social media posts, blogs, and newsletters.

• Assist with the transcription of meetings, presentations, and other communications.

Research and Lead Generation:

• Conduct research to identify potential leads and business opportunities.
• Assist in developing strategies for outreach and networking.

• Provide reports on market trends, competitors, and other relevant data.

Database and Information Management:

• Maintain and organize data related to clients, projects, and internal processes.
• Perform data analysis to support business decisions.
• Ensure all databases are up to date and properly maintained.

Other Responsibilities:

• Handle travel arrangements, including booking flights, hotels, and car rentals.
• Manage personal errands for the executive as needed.
• Provide follow-up communications and maintain ongoing relationships with clients.
• Assist with ad-hoc tasks and projects as required.

Social Media Management:

• Manage and grow the company’s presence on Instagram, TikTok, Facebook, YouTube, and LinkedIn.
• Develop and execute social media strategies in collaboration with the marketing team.
• Plan, create, and post high-quality visual and written content (photos, videos, stories) across social channels.
• Write engaging copy for social media posts, newsletters, blogs, and paid ad campaigns.
• Monitor and engage with the social media community to foster relationships and increase brand loyalty.

Paid Ad Campaigns:

• Set up and manage paid ad campaigns on Google Ads, Meta Ads, LinkedIn Ads, and other relevant platforms.
• Track and analyze campaign performance, optimizing strategies to improve conversion rates.

Content Creation & Strategy:

• Plan and organize content shoots for product launches, marketing campaigns, and other promotional efforts.
• Stay updated on social media trends and integrate new strategies into the content plan.
• Collaborate with graphic designers or use tools like Canva and Adobe Creative Suite to create branded content.

Influencer Marketing & Outreach:

• Research and manage influencer collaborations that align with the brand’s goals.
• Develop partnerships to expand reach and grow brand awareness.

Reporting & Analytics:

• Track social media metrics and digital marketing KPIs.
• Create reports on campaign performance and engagement, and use data to adjust strategies for better results.

Sales & Client Communication:

• Communicate regularly with clients (both Brazilian and U.S.-based), providing updates on campaign performance.
• Assist in developing digital sales strategies that align with the marketing efforts.

• Edit video content, including short and long-form videos, for a range of platforms such as YouTube, social media (Instagram, TikTok, Facebook), websites, and promotional materials.

• Collaborate closely with the content team, marketing team, and other stakeholders to ensure the final video meets the brand's tone, style, and objectives.

• Integrate audio, visual, and special effects to enhance the viewer's experience.

• Ensure smooth transitions, clean cuts, and precise color grading, sound mixing, and video encoding.

• Incorporate motion graphics, typography, and animations as needed.

• Adhere to project timelines and manage multiple projects simultaneously.

• Stay updated with industry trends, tools, and techniques to maintain a fresh, modern video style.

• Ensure compliance with copyright regulations regarding audio, video, and images.

Administrative Support:

• Schedule appointments and manage calendars for executives.
• Prepare documents, reports, and presentations.
• Manage email correspondence, ensuring timely follow-ups and responses.
• Handle personal errands and miscellaneous tasks as required.

• Coordinate and plan travel, including bookings and arrangements.

• Attend meetings, take minutes, and follow up on action items.
• Organize files and maintain document management systems.

Bookkeeping & Financial Management:

• Maintain accurate financial records, including invoicing, expense reporting, and payment processing.
• Reconcile accounts and manage accounts payable/receivable.
• Generate financial reports and assist with budgeting.

CRM & Database Management:

• Update and manage the CRM system, ensuring accurate client information.
• Maintain and organize databases, ensuring data is up-to-date and complete.
• Assist in managing customer relationships and communications.

Process Creation & Optimization:

• Develop and document standard operating procedures (SOPs) to improve operational efficiency.
• Continuously assess and improve internal processes and workflows.

Event Planning & Vendor Management:

• Plan and coordinate company events, meetings, and special occasions.
• Handle vendor negotiations, contracts, and ensure timely delivery of services/products.

Appointment Setting & Calendar Management:

• Schedule and coordinate appointments, meetings, and conference calls for the executive team.
• Manage and organize executives’ calendars to ensure optimal use of their time.
• Adjust schedules and provide timely reminders for important deadlines.

Follow-up Communications:

• Draft and send follow-up emails after meetings and conferences.
• Track communications to ensure timely responses from key stakeholders.

Travel Arrangements:

• Arrange domestic and international travel, including flight bookings, hotel accommodations, and ground transportation.
• Prepare detailed travel itineraries and handle last-minute changes or cancellations as needed.

Project Management:

• Assist with the planning, coordination, and execution of marketing and e-commerce projects.
• Track project timelines, deliverables, and ensure deadlines are met.

• Act as a point of contact between the executive team and other departments or clients.

Event Planning & Coordination:

• Organize and manage company events, team-building activities, and client meetings.

• Coordinate logistics, book venues, arrange catering, and handle invitations and RSVPs.

Personal Errands:

• Assist with occasional personal tasks such as purchasing gifts, running errands, or scheduling personal appointments.
• Maintain confidentiality and professionalism in handling personal matters.

Document Management:

• Organize and maintain electronic files, reports, and presentations.
• Create and edit presentations, reports, and other documents as needed.