Virtual Operations & Marketing Assistant

Company Overview

Our client is a growing, newly established food business built around its own custom-developed website, which includes an integrated CRM, social media and email marketing plugins, and connects to an EPOS system in-store. As the business scales, its day-to-day operations, marketing, and customer touchpoints are still spread across separate tools and processes that need to be brought together into one smooth, reliable system.

Role Overview

This is a generalist role for someone who can move comfortably between systems and operations work and hands-on marketing execution. Because the business is new, its workflows are currently disjointed. The right candidate will help identify gaps, set up the tools and processes needed to close them, and keep things running day to day.

Phase one priority is building out the customer journey: turning the current setup into a working funnel that captures a customer from first contact through to purchase, with clean data at every step. This will sit alongside general admin support, including labelling, SOPs, supplier research, and email triage.

Marketing execution, including Canva design, social scheduling, and campaign delivery, will form part of the role from day one, with scope to grow into a dedicated AI agent and automation build-out in a later phase.

Key Responsibilities

• Build out the customer journey and funnel from lead to purchase, working with the founder on funnel and lead magnet design before setting it up and managing it end to end

• Ensure customer and lead data is captured accurately at every stage

• Identify gaps across current systems and workflows, including the website CRM, EPOS, and marketing tools, and put structure in place as the business grows

• Set up and manage the marketing suite, including email marketing, social media scheduling and posting, and monitoring and responding to reviews and customer enquiries

• Triage the business email inbox, filtering emails that require the founder's attention from those that can be handled directly

• Help establish an organised and effective email management system

• Design labels and marketing materials in Canva, with training provided on the business's labelling software

• Prepare print-ready assets for founder approval

• Manage print procurement, including sending approved designs to printers and tracking delivery

• Build and maintain supplier and competitor databases, organising existing information and incorporating ongoing research

• Create and structure SOP documentation from provided videos and notes, ready for printing and staff use

• Research market trends and opportunities and proactively suggest marketing campaign ideas

• Set up a VoIP phone system, with future scope for AI-assisted call handling

• Later phase: support the deployment of AI agents for review responses, email triage, supplier price tracking, and other business processes

Skills & Tools

• Experience supporting e-commerce, retail, or food service operations in a fast-paced environment

• Working knowledge of automation platforms such as Zapier, Make.com, or n8n, plus AI tools and custom GPTs

• Strong Canva skills; Adobe Express is a plus

• Graphic and print design ability is desirable and genuinely valued

• Please share a design portfolio with your application

• Experience with email marketing platforms, ideally Klaviyo; Mailchimp experience is also welcome

• Comfortable using social media scheduling tools such as Buffer

• Good working knowledge of Google Workspace

• Strong written and spoken English, with the ability to turn work into clear, actionable reports

• Previous experience in the food industry is desirable but not essential