We see the scramble behind every launch.
Promo calendars shift, last‑minute assets arrive, and someone has to chase UTMs, fix links, and keep the tech talking.
A Marketing Ops VA keeps campaigns moving — briefs captured, assets filed, tags consistent, and reports ready — so your marketers can create and your founders can decide, not dig through drives and dashboards.
What a Marketing Ops VA actually handles
A Marketing Ops VA’s job is to keep campaigns organised and measurement clean. In practice, that means:
Inbox &
request triage
Prioritise tickets/briefs, tag, route, set due dates, and make sure nothing slips between channels or teams.
Campaign & calendar coordination
Maintain promo calendars, schedule sends/posts, coordinate assets/approvals, and publish on time.
CRM & automation hygiene
Update segments/tags, QA flows, build simple nurture steps from templates, and keep copy/macros current.
Ad ops & website updates
Traffic creatives, swap hero banners, refresh landing pages, sanity‑check UTMs/links, and fix small content issues.
Reporting
& cadence
Triage, reply drafts, chasing responses, simple approvals, keeping a clean queue with clear flags for your decisions.
Is this the right move?
Great fit if...
You want AEST/AEDT coverage with reliable overlap during campaign windows.
You can share logins, calendars, and examples of tone/templates to mirror.
You’re happy to approve macros, UTM rules, and escalation paths.
Not ideal if…
You need a strategist or copywriter to own messaging and budgets end‑to‑end.
You can’t provide access to systems, brand assets, or a promo calendar.
You expect public statements or legal advice without your sign‑off.
How an AI-equipped Marketing Ops VA ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
-
Custom‑train from your stack (HubSpot/Klaviyo/GA4/Meta/Google Ads/CMS), tone, and naming/tagging rules.
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Prepare a lightweight prompt kit for voice, UTM/segment conventions, and approval guardrails.
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Confirm channels (email/social/ads/site), coverage windows, and change‑control steps.
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You start with a 30‑day plan and a shortlist of quick‑win fixes to approve.
02
Days 1–7 — Orientation + quick wins
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Stand‑up cadence (daily brief + priorities + calendar sync).
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Asset tidy: sensible folders, version names, and “final” actually means final.
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First assists: schedule posts/sends from approved copy; QA links/UTMs; fix obvious site content issues.
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Dashboard tune: surface the 5 numbers you check weekly.
Outcome: 1–2 quick wins live; tone and approval flow confirmed.
03
Days 8–30 — Take over the repeatables
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Own Tier 0–1 requests (brief intake, calendar updates, asset swaps) during overlap.
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CRM/automation hygiene becomes habit: tags/segments clean; flows and lists up‑to‑date.
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Accelerators: auto‑summaries of meetings/tickets, action extraction, and change logs.
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Feedback loop: log friction (slow approvals, broken templates) and propose “save the week” fixes.
By week 4, launches feel calmer — fewer last‑minute scrambles, cleaner links, and less guessing in reports.
04
Days 31–60 — Systemise and stabilise
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SLAs and routing rules baked into everyday habits.
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Weekly snapshot: what shipped, anomalies, fixes we shipped, and upcoming risks.
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Document hygiene: versioned policies, sensible foldering, findable assets for new reps.
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Document hygiene: versioned templates (briefs, UTM rules, QA checklists), simple foldering, findable assets.
Outcome: fewer dangling tasks, faster handovers, clearer patterns to fix upstream.
05
Days 61–90 — Uplift and optimisation
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Tighter approvals loop — more decisions prepped, fewer parked.
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Peak‑season checklists (launches/sales/events) with coverage plans.
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Light analytics on cadence (busy windows, link errors, macro performance) and recommendations.
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Review and refresh of templates/workflows to remove friction and reduce repeats.
By Day 90:
broken‑link rate ↓, late publishes ↓, report prep time ↓, and your “ops drag” is cut meaningfully.
Built for Australian teams
made in the Philippines
Why work with Virtuali
You get a trained marketing 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)
,000 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Marketing Ops Admin costs by 42%+
(and keep your launch rhythm steady)
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