Virtual Assistant Job at Lux Consulting

The Lux Consulting is a Human Resource Management firm, that specialize in providing innovative HR mangement solutions to tranform the globa; economy's HR system.

We are recruiting to fill the position below:

Job Position: Virtual Assistant

Job Location: Lagos

Job Summary

• We are seeking a highly organized, proactive, and tech-savvy Virtual Assistant to provide comprehensive administrative and operational support to our creative agency.
• The ideal candidate will work closely with our CEO, project managers, and creative team to ensure smooth workflow, handle communications, manage schedules, and support business operations.
• This role demands a self-starter with excellent communication skills, attention to detail, and the ability to multitask in a dynamic environment.

Key Responsibilities
Administrative Support:

• Provide day-to-day administrative assistance to the CEO, creative directors, and project managers.
• Manage and maintain executive schedules, calendars, and appointments.
• Handle email management, filtering, and prioritizing important communications.
• Assist in the preparation of reports, presentations, proposals, and other documents as required.
• Organize and maintain agency files, documents, and databases (digital and cloud-based).
• Conduct research, prepare briefing materials, and summarize key information for leadership.

Project Coordination:

• Track project timelines, deliverables, and deadlines in collaboration with the creative team.
• Communicate with clients, freelancers, and team members to ensure projects stay on schedule.
• Assist with task management in project management tools (e.g., Asana, Trello, Monday.com).
• Maintain project documentation and follow up on project action items.
• Monitor creative team progress and help resolve bottlenecks.

Client Communications:

• Serve as a point of contact for clients, providing professional and timely responses to inquiries.
• Schedule client meetings, take detailed minutes, and distribute notes/action points.
• Assist in preparing creative briefs, contracts, and agreements for new projects.
• Follow up with clients for feedback, approvals, and project updates.

Social Media & Marketing Support:

• Support the social media team in scheduling and posting content across platforms (Instagram, Facebook, LinkedIn).
• Monitor and respond to social media inquiries and engage with followers.
• Assist in managing email marketing campaigns, including newsletter creation and distribution.
• Conduct basic graphic design tasks (e.g., resizing images, creating simple visuals using Canva).

Creative Operations:

• Maintain an inventory of creative assets and ensure easy access for the team.
• Coordinate virtual meetings, ensuring proper tech setup, agenda preparation, and recording (if necessary).
• Assist in the coordination of agency events, webinars, and online workshops.
• Ensure proper onboarding and offboarding of freelancers, interns, and contract staff.

Financial & Office Management:

• Assist with invoice management, client billing, and tracking project budgets.
• Maintain accurate records of expenses and assist in financial reporting.
• Handle basic bookkeeping and liaise with the finance department for payroll and reimbursements.
• Order office supplies and manage subscriptions for digital tools and resources.

Preferred Qualifications

• Bachelor's Degree in Business Administration, Marketing, Communications, or related field (preferred but not mandatory).
• Experience working in a creative agency or marketing firm.
• Knowledge of social media management, digital marketing, and content creation.
• Basic bookkeeping knowledge and experience with accounting software (e.g., QuickBooks).
• Experience with remote collaboration tools (e.g., Zoom, Slack, Microsoft Teams).

Key Skills and Qualifications:

• Proven experience as a Virtual Assistant, Executive Assistant, or in a similar role.
• Familiarity with creative agencies or experience in a design/marketing environment is a plus.
• Proficient in office management software (e.g., MS Office, Google Workspace).
• Excellent organizational and time management skills, with a keen eye for detail.
• Ability to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Experience using project management tools (e.g., Asana, Trello, Basecamp).
• Familiarity with basic graphic design software (e.g., Canva, Photoshop) and content management platforms (e.g., WordPress).
• Strong written and verbal communication skills.
• Tech-savvy with the ability to quickly adapt to new tools and platforms.
• Strong interpersonal skills and a positive, can-do attitude.

Note: Only qualifiedand experienced candidates will be contacted.