United States onlyThis is a remote position.
Positioned at the heart of a high-output PR agency, this fully remote role is the essential "engine room" that allows their creative and account teams to thrive. We are seeking a proactive, highly organised Virtual Assistant to take ownership of their operational backbone, ensuring that from the moment a cost estimate is drafted to the final influencer gift being delivered, every detail is executed with precision. This is a remote, half-day (4 hours per day) 3 month contract suited for a professional who understands the unique rhythm of the PR and marketing world and excels at balancing financial rigour with creative logistics.
Key ResponsibilitiesFinance Administration (25% Focus): Draft accurate Cost Estimates (CEs), manage client invoices, and oversee finance-related documentation using Xero.
Supplier & Logistics Management: Source specialist suppliers for PR campaigns, negotiate competitive rates, and coordinate the end-to-end requirements for PR gifting and influencer kits.
Operational Workflow: Maintain the agency’s pulse by managing central boards on Monday.com, ensuring all deadlines are visible and met.
Executive Correspondence: Act as a gatekeeper for the agency inbox, managing professional email correspondence, follow-ups, and stakeholder communication with impeccable etiquette.
Creative Support: Contribute to campaign ideation, specifically regarding PR/influencer kit concepts and sourcing unique items that elevate the agency’s brand presence.
Finance Administration (25% Focus): Draft accurate Cost Estimates (CEs), manage client invoices, and oversee finance-related documentation using Xero.
Supplier & Logistics Management: Source specialist suppliers for PR campaigns, negotiate competitive rates, and coordinate the end-to-end requirements for PR gifting and influencer kits.
Operational Workflow: Maintain the agency’s pulse by managing central boards on Monday.com, ensuring all deadlines are visible and met.
Executive Correspondence: Act as a gatekeeper for the agency inbox, managing professional email correspondence, follow-ups, and stakeholder communication with impeccable etiquette.
Creative Support: Contribute to campaign ideation, specifically regarding PR/influencer kit concepts and sourcing unique items that elevate the agency’s brand presence.
Requirements
Proven Agency Experience: Several years of experience in a PR, Marketing, or Creative Agency environment is highly preferred.
Financial Literacy: Strong background in budgeting, quotations, and basic financial administration.
Exceptional Communication: Professional English proficiency with a focus on clear, polite, and effective email etiquette.
Remote Proficiency: A self-starter capable of multitasking and maintaining high standards in a fast-paced, remote setting.
Negotiation Skills: Ability to engage with external suppliers to secure the best value and quality for our clients.
Experience in lifestyle or luxury PR gifting logistics.
Required Software SkillsXero (Essential for finance tasks)
Monday.com (Essential for project tracking)
Microsoft PowerPoint (For creating pitch-perfect CEs and proposals)
Google Workspace / MS Office
Canva
Xero (Essential for finance tasks)
Monday.com (Essential for project tracking)
Microsoft PowerPoint (For creating pitch-perfect CEs and proposals)
Google Workspace / MS Office
Canva
Benefits
Fully Remote: Work from anywhere in South Africa.
Focused Hours: 20 hours per week (4 hours per day), allowing for excellent work-life balance.
Dynamic Environment: Be part of a scaling agency where your operational input directly impacts campaign success
