Part-Time Virtual Assistant – Client Communications & Admin (Private Chef & Catering)

Key Responsibilities

• 1. Inbox Management & Lead Triage
• Monitor shared and/or personal email inboxes for:
○ New leads and inquiries
○ Client questions, updates, and event details
• Filter, organize, and prioritize emails:
○ Remove or file junk/non-essential messages
○ Flag urgent and time-sensitive items
○ Create a simple daily digest/summary of:
■ New leads received
■ Who needs a response and by when
• Ensure no inquiry is missed and follow-up tasks are clearly tracked.


• 2. Lead Handling & Client Communication
• For straightforward inquiries, send initial responses using templates or guidance:
○ Request key details about the event (date, time, location, guest count, type of service, etc.)
○ Ask clarifying questions to quickly get to the “meat and potatoes” of what’s needed
• Where appropriate, handle simple back-and-forth without needing Morgan for every step, escalating to him only when needed.
• Occasionally call clients/prospects (when required) to clarify simple details or confirm information.
• Maintain a friendly, professional tone in all communication that matches the brand and level of service.


• 3. Scheduling & Coordination Support
• Help book and confirm calls or tastings, as needed.
• Coordinate calendars to avoid double-booking.
• Send reminders or confirmations to clients prior to calls or events, as directed.


• 4. Light Marketing & CRM / Newsletter Support (Nice-to-Have)
• Support basic CRM tasks, such as:
○ Updating contact details
○ Tagging or categorizing leads
○ Keeping notes on lead status (e.g., new, quoted, booked, follow-up needed)
• Assist with simple outbound communications, such as:
○ Drafting short email newsletters or promotional messages
○ Structuring content and graphics (provided by client) into clear, well-written emails
• Help ensure consistency of communication (e.g., letting clients know about promos, seasonal offerings, or special menus).

Must-Have Qualifications

• 3+ years experience as a Virtual Assistant, Administrative Assistant, or Customer Support/Client-Facing role
• Excellent written and spoken English
• Strong email management skills:
○ Comfortable handling high volume inboxes
○ Skilled at sorting, filtering, and summarizing information
• Proven experience with client communication:
○ Writing clear, professional, and friendly emails
○ Asking smart follow-up questions to get necessary details
• Highly organized and detail-oriented – no dropped balls, especially with leads and timelines
• Proactive and self-directed:
○ Can follow instructions, then independently manage recurring tasks
○ Comfortable making suggestions on better ways to organize communication and workflows
• Tech-comfortable with:
○ Email (Gmail/Outlook or similar)
○ Basic office tools (Google Workspace or Microsoft Office)

Nice-to-Have Experience

• Experience in hospitality, events, catering, food service, or service-based businesses
• Background with CRM tools (any platform) and/or basic email marketing tools
• Prior experience helping small business owners manage:
○ Leads pipelines
○ Simple newsletters/promotions
• Comfortable making occasional client calls in English

Soft Skills & Traits

• Warm, professional, and service-oriented
• Not easily flustered; can handle multiple inquiries and threads at once
• Good judgment on what needs (your boss) attention vs. what you can handle
• Open to feedback and able to adapt quickly as the role expands (especially into more marketing/communications over time).