Long Term VA

Virtual Assistant #2 Operations & Marketing Coordinator Position Overview The Operations & Marketing Coordinator is responsible for managing the day-to-day operational and marketing tasks that keep the business organized, consistent, and moving forward. This role focuses on executing projects after priorities have been established, maintaining accurate records, supporting marketing efforts, organizing business operations, and ensuring nothing falls through the cracks. This position requires exceptional organization, attention to detail, strong communication skills, and the ability to work independently while providing consistent updates on progress. Core Responsibilities 1. Attorney Pipeline & Business Development Maintain and organize the firm's attorney outreach pipeline. Responsibilities include: Research new law firms and attorneys that fit our target market Verify attorney names, contact information, websites, and firm details Identify practice areas and add notes to the CRM Add qualified prospects to outreach trackers Update pipeline stages and attorney statuses Track responses and engagement Schedule follow-up reminders Remove outdated or duplicate contacts Maintain an accurate and organized attorney database 2. Content Marketing Management Assist with publishing and distributing content across all marketing platforms. After content has been created, responsibilities include: Substack Publish finalized articles Ensure formatting is correct Add images and links Schedule publication LinkedIn Format posts Add hashtags Schedule posts Monitor posting calendar Facebook Format business page posts Schedule content Ensure branding consistency Instagram Prepare captions Upload graphics Schedule posts Track engagement metrics Pinterest Create Pinterest descriptions Upload graphics Organize boards Schedule new pins Content Tracking Maintain a content calendar that includes: Publication dates Platforms used Content themes Performance tracking Repurposed content opportunities 3. CRM & Relationship Management Maintain a clean, organized, and up-to-date customer relationship management (CRM) system. Responsibilities include: Update attorney records Tag prospects appropriately Record networking conversations Document follow-up history Maintain contact lists Remove duplicates Track referral sources Organize networking opportunities 4. Administrative Operations Provide administrative support to maintain efficient business operations. Responsibilities include: Calendar Management Schedule meetings Coordinate appointments Send reminders Organize networking events Email Management Organize inbox folders Flag important messages Draft routine email responses Track unanswered emails 5. Project & Task Management Ensure projects move forward on schedule. Responsibilities include: Track project deadlines Update task boards Monitor progress Identify overdue items Follow up on pending tasks Maintain project checklists Keep workflows organized Weekly Reporting Every Friday, submit a one-page summary that includes: Attorney Outreach Number of firms researched Attorneys added Pipeline updates Outreach activity Responses received Follow-ups scheduled Marketing Content published Platforms updated Scheduled upcoming posts Engagement highlights Content needing approval Operations CRM updates completed Documents organized Administrative tasks completed SOPs updated Items Requiring Attention Questions Roadblocks Upcoming deadlines Decisions needed Priority tasks for the following week Performance Expectations The Operations & Marketing Coordinator is expected to: Work independently with minimal supervision Maintain confidentiality of business information Complete assigned tasks accurately and on time Communicate proactively regarding questions or delays Keep all trackers, databases, and records current Follow established workflows and SOPs Provide timely weekly progress reports Primary Objective The Operations & Marketing Coordinator serves as the execution engine for the business, ensuring that once priorities are established, every task is completed, documented, tracked, and followed through to completion. Their role is to keep business operations organized, marketing consistent, attorney outreach moving forward, and administrative systems running efficiently so leadership can focus on strategy, client work, and business growth.