Virtual Assistant (SaaS Design Agency)

Virtual Assistant for SaaS Design Agency

Location : Remote (Barcelona)

Hours : Monday to Friday, 9:30 - 13:30 CET (4 hours/day)

At UserActive, we design product interfaces and high-converting websites for B2B SaaS companies. Our team works with fast-growing software businesses to create clean, effective design that drives results. We’re a fully remote, tight-knit team that values clarity, collaboration, and proactive communication. Learn more about us at useractive.io.

We’re looking for a highly organized, proactive Virtual Assistant to support our team. This is a part-time, remote position that plays a key role in keeping our operations smooth, our clients happy, and our team supported. If you’re detail-oriented, a natural problem-solver, and love making things run like clockwork - this might be the role for you.

Responsibilities

1. Maintain and update our internal scorecard
2. Ensure the team is tracking time and staying on schedule
3. Proactively check in with the team to ensure they have everything they need
4. Manage, check, and update design credit allowances for clients
5. Prepare client reports (tasks completed, progress updates, credit usage)
6. Growth marketing support
7. Schedule and publish content
8. Handle invoicing and client contracts (via Xero)
9. Keep our Slack space tidy and organized
10. Moderate our Facebook group (light community management)
11. Coordinate team calendars and schedule meetings
12. Document recurring tasks and create/update SOPs
13. Manage onboarding for both clients and team members