[Hiring] Virtual Assistant REMOTE USA

­­­­Position: Virtual Assistant

Date posted: 2025-07-23

Industry: other

Employment type: Full Time

Experience: 2 to 4 year               

Qualification: Bachelor’s Degree holder

Salary: $15/hr – $25/hr

Location: United States, REMOTE

Company: The Sage Mages

Description:

The Sage Mages

Virtual Assistant

United States

About the job

The Sage Mages, a small but mighty women-owned inclusive design studio, is seeking a part-time freelance Remote Virtual Assistant to support our growing operations. This is a remote, flexible role with an initial commitment of 3–6 hours per week and the potential to grow in hours as our services, workshops, and online products expand.

We specialize in accessible brand systems, inclusive marketing, and purpose-led creative direction for small businesses, nonprofits, and values-aligned startups. With new offerings on the horizon, we’re looking for someone to help streamline our systems, coordinate projects, and keep the founder’s schedule and studio running smoothly.

This role is ideal for someone who thrives in behind-the-scenes work, understands the rhythm of creative businesses, and enjoys bringing structure to small, nimble teams. You’ll be joining a studio that already values and invests in operational systems and is now ready to bring on an assistant who can help maintain and improve them.

We prioritize work-life balance, clear communication, and autonomy. While the founder leads the creative vision and collaborates with a small network of freelancers, your support will ensure day-to-day operations move forward with clarity, care, and consistency.

Our values-first culture centers collaboration, accessibility, and sustainable impact over hustle and perfection. You can request accommodations any time at hello@thesagemages.com.

Virtual Assistant Main Tasks Client Services

• Manage lead designer’s calendar and check availability
• Schedule meetings (via Honeybook or client’s booking links)
• Label, organize and upkeep different client folders and files in Google Drive
• Track project milestones, analytics and send templated reminders to help move tasks forward
• Maintain organized client records (Honeybook, Google Drive)

Marketing Support

• Schedule pre-made content on social media, blog, and email
• Set up lead magnet workflows using Wix and Honeybook automation tools
• Help proofread presentations, social media posts and Word Docs before publishing

Workshop Support

• Prep and send, via email, workshop resources to attendees
• Respond to attendee questions in chat during live events (optional)
• Help upload and archive recordings post-event

Must Have Experience In:

These skills will be needed to complete weekly tasks. Proficiency to utilize the tool or system with little to no guidance is preferred. Candidates will be given a skills test to evaluate knowledge.

• Adobe Acrobat
• Gmail Automations
• Google Drive
• Honeybook
• Wix Social Marketing Tools
• Proofreading
• Zoom Webinar Tools
• WCAG 2.1 Accessibility Standards

Bonus Skills

These skills can be trained, or only need minimum understanding to navigate. This list can be changed or added to at any time depending on client needs and industry standard changes.

• Miro
• ActiveCampaign
• Password Management Tools (LastPass, Google Suite, Bitwarden)
• Adobe Acrobat Accessibility WCAG 2.1 Standards
• Social Media Accessibility WCAG 2.1 Standards

Who You Are

You are a thoughtful, highly organized Virtual Assistant who enjoys untangling digital chaos. Color-coded calendars? Yes, please. Renaming files from Final_final_REALLYfinal-v3.pdf to something sane?

Even better. You love bringing order to the creative whirlwind, especially when a designer almost had a system, but just needed someone like you to maintain it.

You’re the kind of person who notices when deadlines are drifting, links are broken, or folders are about to implode and gently gets everything back on track. Whether it’s scheduling brand reviews, organizing assets in Google Drive, or setting up automation flows, you bring calm to the chaos without dampening the creativity.

You’ve sat in enough kick-off calls to know which questions to ask (and which ones to save for later). You move with empathy, communicate with care, and keep a sharp eye on the details that help creative work run smoothly. You know how to work independently, but you also know when to check in, clarify, or poke for missing files.

You understand that thoughtful work isn’t just about getting things done, it’s about doing them in a way that supports everyone. You take accessibility seriously, and whether you’re proofreading an email or uploading a video, you’re mindful of alt text, formatting, and user-friendly structure.

You’re curious about accessibility standards like WCAG, and even if you’re still learning, you’re committed to making sure content is inclusive by design. You’re also comfortable supporting workflows that accommodate neurodivergent communication styles, executive function needs, and flexible pacing—because accessibility isn’t just for the audience; it’s for the team, too.

In a year, your impact will be obvious: systems will flow, content will be easier to access for everyone, and the founder’s calendar will have more breathing room. You’ll help build a backend that’s not just organized, it’s equitable, human-centered, and aligned with the studio’s mission to design for access, not just aesthetics.

In short: you’re the kind of assistant every creative studio dreams of—organized but not rigid, proactive but not pushy, and genuinely excited to make things work better and more inclusively for everyone.

You’d Be a Great Fit If You…

• Notice when file names are inconsistent or folders need cleanup, and actually enjoy fixing them.
• Can manage your own time without needing micromanagement, and reliably follow through on open loops.
• Are comfortable working in online tools like Google Drive, Gmail, and Honeybook (or similar).
• Are curious about accessibility and inclusive design. Not just as buzzwords, but as practical ways to improve how content is shared, structured, and experienced.
• Know your own communication preferences (async, direct, visual, verbal) and respect that others—including neurodivergent clients—may have different ones.
• Are comfortable gently prompting clients or collaborators when accessibility considerations (like alt text, clear formatting, or time zone sensitivity) are missing.
• Can commit to brief, consistent weekly check-ins and track your hours with clarity and integrity.
• Respect your own boundaries, advocate for others’ access needs, and see honest, kind communication as part of doing good work—not extra labor

Hours and Compensation

This role is starting at 3-10 hours a week and compensation starts at $15/hr – $25/hr depending on experience. Invoices will be paid 7 days after they are submitted. Quarterly meetings will be set up to evaluate compensation and tasks.

We are currently only open to candidates who reside in the United States. You must be available for communication or tasks between 10am – 3pm CST or 9am – 2pm CST. You must have fluency in English.

 Our Commitment to Diversity, Equity & Inclusion

At The Sage Mages, we believe creative excellence thrives in inclusive, equitable, and accessible spaces. We welcome applicants from all backgrounds, regardless of race, gender, age, sexual orientation, disability, neurodiversity, religion, veteran status, or life experience.

We are dedicated to a hiring process that actively works to deter negative bias. You can view our Accessibility Statement and Commitment page to learn more.