Executive Assistant and Operations VA

Shadow Light Studios; Brasil; Teletrabalho; BRL 90 000 - 150 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Paid time off

Local holidays aligned with offer

Competitive compensation for LATAM market

Resumo da oferta

A vibrant marketing agency in Brazil is seeking an experienced Executive Assistant and Operations VA to support operations and leadership. You'll manage outreach, scheduling, finance prep, and day-to-day organization to enhance operational efficiency. The ideal candidate has 3+ years of experience in a similar role, strong English communication skills, and familiarity with tools like QuickBooks and ClickUp. This is a full-time remote position with competitive compensation.

Qualificações

• 3+ years of EA or VA experience supporting an operations lead or founder.
• Strong English writing and professional tone.
• Experience within ClickUp and understanding of video production pipelines.
• Experience with QuickBooks basics and meeting operations.
• Ability to record Looms and follow SOPs.
• Availability during Americas working hours with reliable internet.

Responsabilidades

• Run podcast and partner outreach using trackers and templates.
• Prepare finance categorization in QuickBooks.
• Manage hiring admin: job posts, challenges, and interviews.
• Prepare finance categorization in QuickBooks with a clean monthly checklist.
• Draft and send team notices; maintain communication templates.
• Manage hiring admin: job posts, challenges, Loom submissions, and interviews.
• Keep ClickUp organized with accurate owners, dates, and statuses.
• Record Looms for repeatable processes and maintain an SOP index.

Conhecimentos

English writing

Detail-oriented

Google Sheets proficiency

ClickUp familiarity

QuickBooks basics

Scheduling

Outreach

Finance prep

SOPs

Ferramentas

QuickBooks

ClickUp

Loom

Google Sheets

Descrição da oferta de emprego

Shadow Light Studios accelerates brands, creators, and entrepreneurs with a high-performance content engine built for the scroll. We specialize in viral short-form, disruptive visual design, and full-stack production that drives awareness, trust, and revenue.

We’ve delivered for culture-defining brands including Beats by Dre, Apple Music, Monster, Samsung, X Games, JuneShine, Poppi, Jay Shetty, and Machine Gun Kelly. Recent wins:

• Scaled Nectar from $2M → $5M in 12 months
• Grew Johnny Chang to 1M followers in under 8 months
• Drove 105M+ organic views for Lisa Stelly & Fancy Sprinkles
• Produced 79M+ paid ad views for Golden Goose

The Role

We\u2019re looking for a proactive Executive Assistant and Operations VA to be the right hand to operations and leadership. This role removes friction across sales, production, and finance, keeping pods moving fast and leadership focused. You\u2019ll handle outreach, scheduling, finance prep, candidate coordination, and day-to-day organization to keep everything running smoothly.

What You\u2019ll Do

• Run podcast and partner outreach using trackers and templates
• Own daily PodSync logistics: agendas, notes, and action item capture
• Maintain editor capacity dashboards and send clear daily snapshots
• Prepare finance categorization in QuickBooks with a clean monthly checklist
• Draft and send team notices; maintain communication templates
• Manage hiring admin: job posts, challenges, Loom submissions, and interviews
• Keep ClickUp organized with accurate owners, dates, and statuses
• Record Looms for repeatable processes and maintain an SOP index

What You Bring

• 3+ years of EA or VA experience supporting an operations lead or founder
• Strong English writing and professional tone
• Detail-oriented with confidence in Google Sheets and ClickUp
• Familiarity with QuickBooks basics and meeting operations
• Comfortable recording Looms and following SOPs
• Availability during Americas working hours with reliable internet
• Experience working within ClickUp
• Agency or content production background
• QuickBooks Online month-close prep experience
• Understanding of video production pipelines (short and long form)

Key Outcomes

• Outreach and follow-ups run independently without leadership intervention
• Daily PodSync and same-day action items captured consistently
• Editor dashboards reflect real-time status and help balance capacity
• Finance prep accurate and review-ready with minimal rework
• All-team notices are clear, timely, and professional
• ClickUp hygiene maintained with no missing owners or overdue tasks

Location & Schedule

• Remote
• Full-time with strong overlap to CST

Compensation

• Competitive for LATAM market experience
• Paid time off and local holidays aligned during offer

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Other
• Industries: IT Services and IT Consulting