We feel the scramble behind every send.
Briefs land late, lists need cleaning, and a single broken link can tank a campaign. Launch mornings get chaotic when subject lines, segments, and approvals live in different places — and someone still has to update UTMs, test devices, and queue resends.
An Email Marketing VA keeps the lifecycle engine calm — requests captured, templates tidy, lists healthy, and sends on time — coordinating across marketing and ops, catching errors before they ship, and keeping documentation current so your team can focus on strategy and creative, not hunting audiences and fixing links.
What a Email Marketing VA actually handles
An Email Marketing VA’s job is to keep your calendar on time and your emails error‑free.
In practice, that means:
Brief intake
& scheduling
Capture requirements, confirm goals/segments, set due dates, build the send calendar, and chase approvals.
Template &
content assembly
Build from approved modules, insert copy/assets, check links/UTMs, and ensure brand consistency.
Lists, segments
& hygiene
Maintain segments, remove bounces, manage suppressions, and document naming conventions.
QA &
test sends
Device/client checks, inbox previews, accessibility basics, and seed‑list tests with tidy change logs.
Weekly reporting
& cadence
Performance snapshot, top issues caught, quick fixes, and a clear plan for the week ahead.
Is this the right move?
Great fit if...
You want AEST/AEDT coverage with with reliable overlap on send days.
You can share ESP access, brand modules, and audience definitions.
You’re happy to approve naming rules, QA checklists, and escalation paths.
Not ideal if…
You need a strategist or copywriter to own lifecycle strategy and testing plans.
You can’t provide access to ESP, assets, or approval workflows.
You expect pricing/legal statements or deliverability claims beyond your policy.
How an AI-equipped Email Marketing VA ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
-
Custom‑train from your stack (Klaviyo/Mailchimp/HubSpot/GA4), tone, modules, and naming rules.
-
Prepare a prompt kit for subject lines/snippets, link/UTM logic, and QA guardrails.
-
Confirm channels (EDM/SMS), coverage windows, and change‑control steps.
-
You start with a 30‑day calendar and a shortlist of quick‑win tidy‑ups to approve.
02
Days 1–7 — Orientation + quick wins
-
Stand‑up cadence (daily brief + priorities + calendar sync).
-
Module tidy: audit blocks, fix obvious spacing/link issues, and label variants.
-
First assists: assemble from approved copy, run test sends, and log fixes.
-
Dashboard basics: surface the 5 numbers you care about weekly.
Outcome: 1–2 quick wins live; tone and approval flow confirmed.
03
Days 8–30 — Take over the repeatables
-
Own Tier 0–1 tasks (assembly, QA, list hygiene) during overlap.
-
Segments and suppressions become habit: fewer errors and cleaner sends.
-
Accelerators: auto‑summaries of tests, action extraction, subject‑line banks.
-
Feedback loop: log friction (slow approvals, asset gaps) and propose “save the send” fixes.
By week 4, sends are calmer, errors drop, and your calendar runs on time.
04
Days 31–60 — Systemise and stabilise
-
SLAs and routing rules baked into everyday habits.
-
Weekly snapshot: deliverability themes, link errors caught, wins, and risks.
-
Document hygiene: versioned modules, QA checklists, and tidy folders.
Outcome: fewer reworks, faster handovers, clearer patterns to fix upstream.
05
Days 61–90 — Uplift and optimisation
-
Tighter approvals loop — more decisions prepped, fewer parked.
-
Peak‑season checklists (launches/holidays) with coverage plans.
-
Light analytics on cadence (busy windows, template performance) and recommendations.
-
Review and refresh of templates/workflows to remove friction and reduce repeats.
By Day 90:
link errors ↓, wrong‑audience sends ↓, last‑minute scrambles ↓, and your “send stress” is cut meaningfully.
Built for Australian teams
made in the Philippines
Why work with Virtuali
You get a trained email operator who works in your hours, mirrors your voice, and scales with your promo calendar — while we handle hiring, onboarding, payroll/HR/leave, backup, and First‑90‑Days Fit (replacement at no placement fee).
Start part‑time or full‑time; switch as needed.
Virtuali VA
,000 AUD
10
$
in annual savings
Includes all admin fees. estimated, results may vary
Local EA hire (AU)
,500 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Email Ops Admin costs by 39%+
(and keep your day in rhythm)
Industries we've worked with
Frequently asked questions
Match in 2–5 biz days
90-day fit guarantee
Shadow Week included
Pay-As-You-Go