About Alpha Key Digital
Alpha Key Digital is a digital marketing agency specializing in patient acquisition for cosmetic surgeons, dermatologists, medical spas, and cosmetic dentists. We’ve been in business for 10 years, serve 12 retainer clients, and are growing. We’re a small team that operates with precision. No bloat. No unnecessary meetings. Clear communication, clean systems, and work that gets done when it’s supposed to get done.
We are looking for a Virtual Assistant to take operational, administrative, and coordination tasks off the founder’s plate so he can focus on client strategy, business development, and growth. This is a high-trust role. You will be the person who keeps the engine running behind the scenes.
The Role
Virtual Assistant / Operations Coordinator. Full-time. Remote. Must have significant overlap with US Eastern business hours.
You are the person who makes sure nothing falls through the cracks. The founder runs the client relationships and the strategy. You run the operational backbone that supports it: email triage, project management, scheduling, contractor coordination, content posting, and prospect list management. You don’t wait to be told what to do. You see the gap and you close it.
This is not a customer-facing role. You will not be talking to clients directly. You will be the person behind the curtain making sure every deliverable, every email, every task, and every calendar event is where it’s supposed to be so the founder can walk into any conversation fully prepared.
You’d Be a Great Fit If You Are
- The person who builds the checklist before anyone asks for one. You organize by instinct, not because someone gave you a system to follow. You create the system.
- Reliable to the point where people stop checking your work because they already know it’s done. You don’t need reminders. You are the reminder.
- Someone who reads the full email before responding. You catch the detail in the third paragraph that everyone else misses. You ask the clarifying question before it becomes a problem.
- Comfortable working independently with minimal supervision. You don’t need daily check-ins to stay productive. You need clear expectations and then space to execute.
- Proactive about surfacing problems early. If something is off, you flag it immediately instead of hoping it resolves itself. You know the difference between handling it yourself and escalating it.
- Disciplined with time. You batch similar work together. You don’t context-switch 15 times a day. When you’re in a task, you finish it before moving on.
- Protective of other people’s calendars. You treat the founder’s schedule like a strategic asset, not a suggestion. If something doesn’t belong on the calendar, you say so.
- Someone who takes pride in clean systems. Your Asana is current. Your inbox is processed. Your files are named correctly. You don’t leave loose ends.
What You Actually Do
Email and Communication Management
- Triage the founder’s inbox daily. Flag urgent items, draft responses for routine emails, archive what doesn’t need attention.
- Manage Slack communication with the white-label development team (E2M) and contractors. Relay updates, follow up on late deliverables, keep threads organized.
- Ensure no email or message sits unanswered for more than 24 hours during business days.
Project Management and Task Coordination
- Own Asana: create tasks from briefs, assign to the right team member, track deadlines, follow up on overdue items, and keep the board clean.
- Coordinate deliverables between the founder, PPC contractor, SEO team, and E2M web development team. You are the traffic controller.
- Run a weekly check on all active client projects to confirm nothing is behind schedule. Surface delays to the founder before the client notices.
Calendar and Scheduling
- Manage the founder’s calendar. Schedule client meetings, prospect calls, internal huddles, and personal appointments.
- Protect time blocks. The founder has dedicated strategic work time that should not be interrupted by meetings. You enforce that.
- Confirm and send reminders for all meetings. No missed appointments.
LinkedIn and Prospect List Management
- Schedule LinkedIn posts (batch-created by the founder) using a scheduling tool.
- Export connection lists from Ulinc (LinkedIn automation tool) and organize prospect data in spreadsheets.
- Maintain and clean prospect lists. Tag, sort, and update contact records as the outbound pipeline grows.
- Send LinkedIn event invitations to targeted lists for webinars (up to 1,000/week). Copy, paste, send.
Content and Social Media Support
- Post pre-approved content to social media channels on schedule. You are not creating the content. You are making sure it goes live when it’s supposed to.
- Upload and schedule video content (case studies, testimonials) to appropriate platforms.
- Basic Canva edits for social media graphics if needed.
Reporting Support
- Pull data from Google Looker Studio dashboards for monthly client reports. You are not analyzing the data. You are making sure the reports are assembled and ready for the founder to review.
- Track basic metrics the founder requests (Ulinc connection rates, LinkedIn post engagement, email open rates).
What You Are Not Doing
- Talking to clients. The founder owns all client relationships until a Client Success Manager is hired.
- Setting strategy or making campaign decisions. You coordinate. You don’t decide.
- Financial work. No bookkeeping, invoicing, or payment processing.
- Writing original content, ad copy, or marketing strategy. You post and schedule what others create.
You are the operational backbone that frees the founder to do the work only he can do.
Qualifications
Required
- Two or more years of experience as a virtual assistant, operations coordinator, or executive assistant supporting a founder or small team
- Proficiency in Asana or a comparable project management tool (ClickUp, Monday, Trello)
- Proficiency in Google Workspace (Gmail, Docs, Sheets, Drive, Calendar)
- Proficiency in Slack or a comparable team messaging tool
- Strong written English. Clear, professional, no errors.
- Reliable internet connection and a quiet, distraction-free workspace
- Available during US Eastern business hours (minimum 6 hours of overlap with 8am-5pm ET)
- Proven ability to work independently, manage your own time, and meet deadlines without being chased
Preferred
- Experience supporting a digital marketing agency or a B2B service business
- Familiarity with LinkedIn Sales Navigator and LinkedIn posting/scheduling
- Familiarity with Google Looker Studio (pulling reports, not building them)
- Experience with Canva for basic graphic edits
- Experience with Zapier or Make for workflow automation
- Familiarity with CRM tools (GoHighLevel, Close, HubSpot, or similar)
- Experience coordinating with offshore or white-label teams across time zones
Tools You Will Use
Daily
- Asana: project and task management
- Gmail / Google Workspace: email, docs, sheets, calendar
- Slack: internal team communication
- LinkedIn: posting, scheduling, connection list management
- Ulinc: exporting connection data, managing prospect lists
Weekly
- Google Looker Studio: pulling client reporting data
- Canva: basic social media graphic edits
- Zoom / Loom: scheduling and coordinating video calls and async video
Compensation and Details
- Full-time position
- Remote (global, any location with reliable internet)
- Must have significant overlap with US Eastern business hours (minimum 6 hours, 8am-5pm ET)
- Compensation commensurate with experience and location
- Reports directly to the founder
- Start date: as soon as the right person is found
How to Apply
Apply at the link below. You will complete a short application form and then record video responses to 7 questions. The whole process takes about 15 minutes.
Three things we look for in every application:
- Did you read the full job description? (We can tell.)
- Can you communicate clearly and professionally in writing?
- Do you show evidence of working independently without needing to be managed?
