Half-day Remote Operations and Finance Assistant at RecruitMyMom

Job Description

• This 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 Responsibilities

• 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 Skills

• 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