Virtual Personal Assistant (VPA)

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Job Title: Virtual Personal Assistant (VPA)
Supporting The AI Collective, Course Development, GPT Publishing, and Strategic Partnerships
Hours: full-time, flexible with UK time zones
Compensation: ? 30,000 to ? 40,000
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About the Role
I am seeking a highly organised, tech-savvy Virtual Personal Assistant (VPA) to support my diverse portfolio of work. This includes managing my AI-focused projects (The AI Collective), course development for multiple platforms, GPT publishing, event planning, and strategic partnerships (e.g., The Brew Co-working site in Shoreditch).
Your role will be critical in ensuring smooth operations, handling communications, and freeing me up to focus on high-value tasks such as content creation, AI development, and strategic growth.
If you have strong attention to detail, exceptional communication skills, and a proactive approach to managing complex projects, this role is for you!
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Key Responsibilities
1? Admin & Scheduling (Daily/Weekly Priorities)
• Calendar & Meeting Management:
• Schedule meetings across multiple projects, ensuring smooth coordination.
• Send meeting reminders and prepare relevant materials.
• Manage time zone differences for international calls.
• Inbox & Communication Management:
• Monitor and organise emails, prioritising urgent matters.
• Draft responses and follow up on pending conversations.
• Manage LinkedIn messages and social media DMs related to professional inquiries.
• Project & Task Coordination:
• Maintain and update project tracking tools (Trello, Asana, ClickUp, or Upgrade to see actual info).
• Ensure follow-ups and deadlines are met.
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2? Course Development & Content Support
• Course Material Organisation:
• Format and organise course outlines, syllabi, and learning resources.
• Upload content to the new Learning Management System (LMS).
• Maintain structured document libraries for easy access.
• Presentation & Slide Preparation:
• Format and proofread course slides, ensuring consistency and branding.
• Assist in compiling visual aids and supplemental materials.
• Content Repurposing & Drafting:
• Transcribe key ideas from training sessions into structured content.
• Help refine draft thought leadership articles from existing notes.
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3? AI & GPT Management Support
• GPT Publishing Support:
• Assist in organising and publishing GPTs on OpenAI’s platform.
• Format and refine descriptions before publishing.
• Handle inquiries or feedback from users.
• Market Research on GPTs & AI Trends:
• Track emerging AI trends, competitor GPT releases, and market gaps.
• Compile insights into potential new AI-based learning tools.
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4? Event Planning & Partnerships
• ICE AI Beach Party (23rd June – Southbank, London)
• Manage event logistics, bookings, and coordination with vendors.
• Handle guest invitations, RSVPs, and communication.
• Ensure smooth execution and problem-solving during the event.
• Strategic Partnerships (e.g., The Brew Co-working Site in Shoreditch)
• Keep track of partnership discussions and follow-ups.
• Manage documents, contracts, and meeting notes.
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5? Thought Leadership & Social Media Support
• Social Media & Content Scheduling:
• Schedule LinkedIn, Twitter, and newsletter updates.
• Engage with comments and audience interactions.
• Track post performance and provide engagement insights.
• Article Research & Proofreading:
• Gather data, references, and research for thought leadership articles.
• Proofread and format content before publishing.
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Ideal Candidate Profile
Organised & Detail-Oriented – You can manage multiple projects, track progress, and anticipate needs before they arise.
Tech-Savvy – Comfortable using project management tools, LMS platforms, AI tools (ChatGPT, Notion AI), and social media scheduling tools.
Excellent Communicator – Strong written and verbal skills, with the ability to draft professional emails and reports.
Proactive Problem-Solver – You take initiative, anticipate issues, and find solutions without waiting for instructions.
Event & Logistics Management – Experience handling online/offline events, from planning to execution.
Experience in Education & AI (Bonus!) – Familiarity with AI tools, e-learning platforms, or digital course creation is a plus.
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Working Hours & Expectations
• Must be flexible with UK working hours to accommodate scheduling needs.
• Available for regular check-ins via Zoom/Teams/Slack.
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Tools You’ll Be Using (or Will Learn on the Job)
• Project Management: Trello, Asana, ClickUp, Upgrade to see actual info
• Calendar & Communication: Google Calendar, Zoom, Slack, Notion
• AI & Content Tools: ChatGPT, Jasper, Canva, Grammarly, Notion AI
• Course & LMS Platforms: Teachable, Thinkific, Moodle, or similar
• Social Media & Marketing: LinkedIn, Buffer, MailChimp
• Other AI innovations we are trialing on an ad hoc basis
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How to Apply (Please follow these steps below when applying, failure to do so will be ignored)
If you believe you’re the right fit, send your application with:
1? A short cover letter (why you’d be great for this role).
2? Your CV & relevant experience in project management, admin, AI, or education.
3? A short video introducing yourself (2 minutes max).

Email applications to: Upgrade to see actual info
Deadline: [March 16, 2025]
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Why Work With Me?
• Work at the cutting edge of AI, education, and thought leadership.
• Be part of The AI Collective’s global impact.
• Flexible, remote work in an exciting and fast-moving environment.
• I am fun and in a hurry to get sh*t done so I will leave you to it (subject to results)!
This is more than an admin role – it’s an opportunity to grow in AI, education, and thought leadership!