Virtual Assistant

Virtual Assistant / Administrative & Quality Control Coordinator We are a busy digital marketing agency seeking a highly organized, detail-oriented Virtual Assistant to help our team stay on top of client requirements, deadlines, communications, and deliverables. This is not simply a data-entry or task-completion position. We are looking for someone who pays close attention to details, takes ownership of assignments, follows up proactively, and is comfortable holding both internal team members and projects accountable. Key Responsibilities Your responsibilities will include: Reviewing client deliverables before they are submitted to ensure they meet the client's instructions, specifications, brand requirements, and expectations. Comparing completed work against client emails, instructions, notes, and previous feedback to identify anything that may have been missed. Proofreading materials for spelling, grammar, formatting, consistency, and obvious errors. Keeping track of client deadlines, deliverables, meetings, appointments, approvals, and follow-ups. Sending professional reminder and follow-up emails to clients, vendors, prospects, and other contacts. Reminding internal team members of upcoming deadlines, meetings, appointments, and outstanding assignments. Monitoring email correspondence and identifying items that require action or follow-up. Being copied on relevant correspondence and maintaining awareness of what is happening across assigned accounts and projects. Following up with team members when deliverables or responses are overdue. Helping ensure that client requests do not fall through the cracks. Maintaining organized records, task lists, calendars, and follow-up schedules. Escalating potential problems, missed deadlines, inconsistencies, or unclear instructions before they become client issues. What We're Looking For Excellent written and spoken English is an absolute requirement. You must be able to read and understand detailed client communications and write professional emails with minimal supervision. The ideal candidate will also be: Extremely detail-oriented and organized. Proactive rather than waiting to be told what to do. Comfortable following up repeatedly when something needs to get done. Able to manage multiple clients, projects, deadlines, and conversations simultaneously. Strong at reading instructions carefully and identifying inconsistencies or missing information. Comfortable reviewing other people's work and pointing out mistakes. Dependable and responsive during agreed-upon working hours. Able to maintain confidentiality when copied on client and internal communications. Comfortable working independently while communicating clearly with management and the internal team. Experienced with email, calendars, project-management platforms, Google Workspace, Microsoft Office, and similar business tools. The Most Important Part of This Role We need someone who notices things. If a client requested six changes and the team completed only five, we expect you to catch it. If a deliverable is due tomorrow and nobody appears to be working on it, we expect you to flag it. If an email has gone unanswered and requires a follow-up, we expect you to recognize that without always being told. If something does not look right, we want you to ask questions. The right person will become an important second set of eyes for management and help ensure that our clients receive accurate, complete, and professional work. To Apply Please begin your Upwork proposal with the words "DETAILS MATTER" so we know you carefully read the entire job description. In your proposal, please briefly tell us: Your experience as a virtual assistant, executive assistant, project coordinator, or similar role. Your experience reviewing work for accuracy and compliance with client instructions. How you personally keep track of multiple deadlines and follow-ups. Your normal working hours and time zone. Your hourly rate and weekly availability. Please also provide a short example of a situation where you caught an error, missed requirement, or deadline that someone else had overlooked. We are looking for someone interested in developing a long-term working relationship and becoming a trusted, dependable part of our team.