Internal Newsletter Drafted
Formatted the CEO's Q3 update in Mailchimp. Sourced team photos and scheduled for 10 AM distribution.
Social Content Queued
Resized graphics in Canva for LinkedIn, Twitter, and IG. Scheduled 12 posts via Hootsuite for the product launch.
Media List Updated
Scrubbed the B2B tech journalist list. Removed bounced contacts and added 15 new editors from recent industry moves.
Stop formatting emails.
Start shaping the narrative.
You can't manage high-level brand reputation and executive strategy if you're spending 3 hours wrestling with Mailchimp templates and tracking down approvals. Hire a dedicated Communications VA to handle content formatting, media lists, and social scheduling.
100%
Deadlines Met
Zero
Format Errors
High
Brand Consistency
Proficient in modern communication stacks
The "Tactical Trap" for Comms Leaders
When senior communication professionals are stuck in the weeds of executing campaigns, the overarching strategic vision and proactive media relations suffer.
| Comms Task | The Solo Director | Supported by a VA |
|---|---|---|
| Internal Newsletters | Spending Friday afternoon fighting with layout blocks, fixing broken links, and hunting down the right employee photos. | Ready to Review. You draft the core message; your VA formats it, optimizes images, inserts links, and sends a test email for your final OK. |
| Media List Maintenance | Pitching outdated contacts because you haven't had time to update the spreadsheet after journalists changed publications. | Pristine Databases. VA regularly audits your media lists, updates contact info, and segments lists based on your upcoming campaigns. |
| Social Media Scheduling | Logging into multiple platforms daily to copy-paste the same message and manually adjust image sizes for each network. | Set and Forget. You approve the content calendar; the VA sizes the assets, loads them into Hootsuite/Sprout, and monitors for basic replies. |
What Can a Communications VA Do?
Offload the repetitive tactical work so you can focus on stakeholder alignment, crisis prep, and strategic messaging.
Media List Building
Researching and compiling targeted lists of journalists, editors, and influencers. Scrubbing databases to ensure contact info is current.
Newsletter Formatting
Taking your raw copy and dropping it into Mailchimp or PoliteMail. Formatting headers, testing links, and managing distribution lists.
Social Scheduling
Loading approved content into scheduling tools, resizing graphics for different platforms, and pulling basic engagement metrics.
Approval Routing
Chasing down department heads and subject matter experts (SMEs) to get sign-off on press releases or blog posts before deadlines.
Metrics & Reporting
Pulling data from Google Analytics, Mailchimp, and social platforms to populate weekly dashboards and clip coverage reports.
Basic Content Assets
Using Canva templates to create featured images for the intranet, email headers, or standard quote graphics for social media.
From Communications Leaders
"As a solo Director of Comms, I was drowning in execution. Bringing on a VA to handle the newsletter formatting, intranet updates, and basic reporting finally gave me the time to work on our employer branding strategy."
Megan R.
Director of Internal Comms
"We're a small PR agency, and keeping media lists clean was eating up so much time. Now our VA scrubs Cision exports, updates contacts, and even drafts the first pass of our monthly reporting decks."
David L.
Agency Founder
"As a solo Director of Comms, I was drowning in execution. Bringing on a VA to handle the newsletter formatting, intranet updates, and basic reporting finally gave me the time to work on our employer branding strategy."
Megan R.
Director of Internal Comms
Scale Your Comms Department
Whether you need a part-time coordinator for internal newsletters or a full-time admin for PR agency support.
Comms Admin
Perfect for solo directors needing help with weekly execution and formatting.
- Newsletter formatting & sending
- Basic social media scheduling
- Chasing basic approvals via Slack
PR Coordinator
For busy PR agencies or enterprise departments needing comprehensive support.
- Media list building & maintenance
- Coverage clipping & reporting decks
- Full intranet / CMS management
Delegation FAQ
Common questions about offloading communication tasks.
Do they write original press releases and thought leadership?
Generally, no. We position our VAs as "Coordinators" rather than Senior Copywriters. They are excellent at taking your drafted content, formatting it into Mailchimp, scheduling it on Hootsuite, and managing the distribution logistics. They support the execution of the strategy you create.
Can they manage our internal employee intranet?
Yes. Many of our clients use VAs to maintain internal CMS platforms (like SharePoint or custom intranets). You provide the finalized updates, and the VA ensures they are uploaded correctly, categorized, and that older content is archived according to your internal policies.
How do they help with media relations?
While they don't typically "pitch" the media themselves, they handle the heavy lifting behind the scenes. This includes scrubbing Cision or Muck Rack lists to remove bounced emails, researching new journalists in your niche, and formatting the final coverage reports (clip books) for your executives or clients.
Delegate the Admin.
Lead the Narrative.
Stop letting newsletter formatting and media list maintenance limit your strategic capacity. Get matched with a professional communications VA today.
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