Full-Time Marketing Virtual Assistant
Client Industry: Marketing Agency / Creative Services
Employment Type: Full-Time (40 hours/week)
Work Setup: Remote
Time zone: Canada
Salary: 60K PHP
Role Summary
We are seeking a highly organized, detail-oriented, and technically capable Marketing Production & AI Operations Assistant to support a growing marketing agency's back-end production and operations.
This is not a traditional marketing strategy role. The agency is highly systemized and AI-enabled, with established workflows, templates, prompts, brand guidelines, SOPs, and production processes already in place. Your role will be to take approved strategies and creative direction and turn them into accurate, organized, polished, and ready-to-publish work.
You will initially focus on podcast and YouTube production before progressively taking ownership of additional workflows including short-form video, Canva production, social scheduling, Google Business Profile updates, file organization, and other standardized marketing operations.
The ideal candidate enjoys structured production work, quality control, technology, AI tools, and completing work to a high standard without requiring constant supervision.
Project summary
Video & Podcast Production
- Prepare long-form podcast and YouTube content
- Review and correct AI-generated transcripts
- Remove filler words and transcription errors
- Apply branding, formatting, captions, and publishing templates
- Prepare YouTube uploads and publish podcast episodes
- Organize final production files and update ClickUp
Short-Form Content Production
- Create short-form content using AI-powered tools
- Review and refine AI-generated clips
- Correct subtitles and transcription errors
- Apply approved branding and formatting
- Export and organize Reels, Shorts, and social media assets
Marketing Production & Content Publishing
- Produce recurring Canva graphics using approved templates
- Schedule approved content across social media platforms
- Upload Google Business Profile content and updates
- Verify links, assets, branding, and publishing accuracy
- Maintain production quality across multiple client accounts
Production Operations & Quality Control
- Follow documented SOPs and production workflows
- Manage ClickUp tasks and production status
- Organize digital assets using established folder structures
- Perform quality control on AI-generated content before publication
- Identify issues proactively and escalate exceptions when necessary
AI & Systems Support
- Utilize AI platforms to improve production efficiency
- Follow established AI workflows and prompts
- Learn new software and production tools as introduced
- Continuously improve operational processes and documentation
Strategic Objective
This role is designed to recover founder capacity by transferring repeatable production responsibilities from strategy and creative direction into a dedicated production function. The successful candidate will follow established SOPs, templates, AI workflows, and brand guidelines to ensure approved work is completed accurately, organized properly, and ready for publication without requiring significant rework.
Podcast & YouTube Production
Prepare and process long-form podcast and video content using established workflows. Edit and clean recordings in Descript, review and correct AI-generated transcripts, apply approved branding and formatting, prepare YouTube uploads, publish podcast episodes, organize final assets, and maintain accurate production records in ClickUp.
Short-Form Video Production
Use AI-assisted tools such as OpusClip to identify and prepare short-form content from long-form recordings. Review AI-generated clips for quality and context, correct subtitles and transcription errors, apply established branding, and export and organize assets for Reels, Shorts, Stories, and other platforms.
Creative & Content Production
Produce recurring creative assets using established Canva templates and workflows. Update approved templates with accurate text, images, dates, names, and other information; batch recurring graphics and Stories; resize and export assets correctly; and perform quality checks for visual consistency, formatting, spacing, alignment, and branding.
Social & Local Marketing Publishing
Support the scheduling and publishing of approved content through Metricool and native social platforms. Verify accounts, dates, times, captions, links, tags, locations, and assets before scheduling. Upload approved Google Business Profile posts and photographs, verify links and location information, and record completed work.
File & Production Operations
Maintain organized Google Drive and other file structures according to established naming conventions. Keep creative assets, videos, photographs, podcasts, and completed deliverables organized and accessible. Manage assigned production tasks in ClickUp, follow linked SOPs and checklists, update task statuses accurately, attach final deliverables, and proactively flag blockers.
AI & Quality Control
Work across the agency's AI-enabled technology environment to accelerate production while maintaining human oversight. Review AI-generated transcripts, clips, subtitles, content, and other outputs for accuracy and quality. Identify errors, inconsistencies, missing information, poor formatting, or other issues before work reaches publication.
Operational Impact
Recover significant founder hours by transferring repeatable production workflows into a reliable, scalable production function. Improve consistency and accuracy across client deliverables, reduce rework, maintain organized digital assets and production records, and progressively expand the Assistant's ownership across the agency's production workflows as proficiency and trust develop.
Key Responsibilities:
Podcast & YouTube Production
- Prepare long-form video content using established workflows.
- Edit videos in Descript by removing filler words and obvious verbal errors according to provided guidelines.
- Review and correct AI-generated transcripts.
- Correct spelling, names, terminology, and transcription errors.
- Apply established video templates, captions, formatting, and branding.
- Prepare YouTube uploads using approved titles, descriptions, thumbnails, links, and other assets.
- Publish podcast episodes through established workflows.
- Organize completed files and update production tasks in ClickUp.
Short-Form Video Production
- Upload long-form content into OpusClip or similar AI video tools.
- Review AI-generated clip recommendations against established criteria.
- Select clips that work independently and accurately represent the speaker.
- Correct subtitle and transcription errors.
- Apply established branding and formatting.
- Export and organize Reels, Shorts, Stories, and other short-form assets.
Canva & Recurring Creative Production
- Duplicate and work from approved Canva templates.
- Replace text, images, dates, names, locations, quotes, and other information accurately.
- Batch recurring graphics and Stories.
- Resize and export assets according to specifications.
- Perform quality checks for spacing, alignment, branding, formatting, and visual consistency.
Social Scheduling & Publishing
- Upload approved social media content.
- Add approved captions, links, tags, locations, and assets.
- Schedule content through Metricool or native social platforms.
- Verify the correct client, account, date, time, format, and assets before publishing.
- Ensure scheduled content follows established workflows and approval requirements.
Google Business Profile & Local Marketing
- Upload approved Google Business Profile posts and photographs.
- Make standardized updates using provided instructions.
- Verify links and location information.
- Record completed work and maintain accurate production records.
File & Asset Organization
- Follow established Google Drive folder structures and naming conventions.
- Organize videos, photographs, podcasts, graphics, and other creative assets.
- Move completed work into the correct locations.
- Ensure files can be quickly located and identified by the team.
ClickUp & Production Operations
- Review assigned tasks and linked SOPs.
- Follow production instructions and checklists accurately.
- Update task statuses and production records.
- Add final links, notes, and deliverables to tasks.
- Flag genuine blockers before deadlines.
- Mark work complete only after all required steps have been completed.
AI & Technology Operations
- Work confidently with AI-powered production and productivity tools.
- Follow established prompts, AI workflows, and instructions.
- Review AI-generated outputs rather than accepting them without verification.
- Identify incorrect information, spelling errors, poor edits, inaccurate subtitles, formatting issues, or other quality problems.
- Learn new platforms and workflows as the agency's technology environment evolves.
Standards
Core Requirements
- Previous experience in digital marketing production, content production, video editing, social media, or Virtual Assistance.
- Excellent written English.
- Exceptional attention to detail.
- Strong organizational skills.
- Comfortable following detailed SOPs, checklists, and established workflows.
- Strong technical aptitude and confidence learning new software.
- Ability to work consistently across multiple clients, accounts, brands, and content libraries.
- Reliable internet connection and computer.
- Ability to work independently while knowing when to escalate issues.
- Availability for a full-time, 40-hour-per-week role.
- Genuine interest in a long-term position with increasing responsibility.
Technical Skills (Required or Strong Advantage)
- Canva / Canva Pro
- Descript
- OpusClip or similar AI video tools
- ChatGPT
- Claude
- ClickUp
- Google Workspace
- Google Drive
- YouTube
- Metricool or other social scheduling platforms
- Google Business Profile
- Basic video editing
- Social media publishing platforms
Additional Advantage
- Buzzsprout
- Localo
- Dropbox
- Google Gemini
- Perplexity
- Grok
- Other AI-assisted marketing or production platforms
You do not need to be an expert in every platform. Strong technical aptitude and the ability to learn systems quickly are more important than knowing every tool before starting.
Nice-to-Have
- Experience with podcast production.
- Experience preparing videos for YouTube, Reels, TikTok, or Shorts.
- Experience working with AI-assisted content production.
- Experience supporting multiple marketing clients or brands.
- Familiarity with digital marketing agencies.
- Experience working from detailed production SOPs.
- Basic understanding of social media marketing.
- Experience with quality control or content review.
- Experience with project management platforms.
- Basic graphic design and video editing skills.
Work Ethic & Behavioral Expectations
- Extremely detail-oriented and quality-focused.
- Reliable and consistent.
- Organized across multiple clients, accounts, and projects.
- Comfortable with repetitive, structured production work.
- Able to follow established systems rather than reinventing them unnecessarily.
- Proactive about identifying and escalating genuine problems.
- Comfortable receiving direct feedback and applying it constructively.
- Willing to learn from each repetition of a workflow and become increasingly independent.
- Careful about verifying AI-generated work before it is published.
- Comfortable working asynchronously and managing assigned production deadlines.
- Honest about blockers and willing to ask questions when instructions are unclear.
- Focused on completing work that is genuinely ready to use—not simply marking tasks as complete.
Standard for Independence
The expectation is that independence will increase as workflows become familiar:
First Phase: Learn the process and ask necessary questions.
Second Phase: Follow the process with limited assistance.
Third Phase: Execute independently unless an exception occurs.
The goal is not to eliminate questions. The goal is to eliminate repeated questions once a workflow has been learned.
When to Escalate
The candidate should know when to stop and ask rather than guess. Escalation is expected when:
- Required assets are missing.
- Instructions conflict.
- Branding appears inconsistent.
- A platform error prevents completion.
- A client-specific exception appears.
- Sensitive or potentially high-risk content is involved.
- Content approval is unclear.
- An issue could create reputational or client risk.
For routine production decisions clearly covered by an SOP, the expectation is to follow the established process and proceed independently.
Success Metrics
First 30 Days
- Become familiar with the agency's systems, tools, clients, and production standards.
- Learn and consistently follow the podcast and YouTube production workflow.
- Complete assigned production tasks accurately and on schedule.
- Demonstrate strong quality control when reviewing AI-generated content.
- Maintain accurate file organization and ClickUp updates.
Within 60–90 Days
- Independently complete the full podcast and YouTube production workflow with minimal founder intervention.
- Consistently produce and organize short-form video assets.
- Catch transcription, AI, formatting, branding, and production errors before publication.
- Maintain accurate production records and file structures.
- Communicate blockers early enough to protect deadlines.
- Demonstrate increasing independence and fewer repeated questions.
Ongoing Success
- Consistently complete production work accurately, efficiently, and on time.
- Recover meaningful founder hours without reducing quality.
- Take increasing ownership of established production workflows.
- Maintain high standards across multiple clients, brands, accounts, and platforms.
- Identify genuine production issues before they become problems.
- Become a trusted part of the agency's production engine.
- Progressively take ownership of additional workflows as reliability and proficiency increase.
The primary measure of success is simple: founder hours are recovered without a loss in quality.
The Opportunity
This role is intended to become the first dependable production position inside Media Combustion's operating system.
As the agency grows, the right person can take ownership of more workflows, more production responsibility, and eventually a larger weekly role.
We are not looking for a generic assistant who waits for miscellaneous tasks.
We are looking for someone who can become a trusted part of Media Combustion's production engine.
