Executive Admin & Creative Virtual Assistant

Zohorecruit; Polska; Hybrid; PLN 17,000 - 23,000; Full time

Job summary

Zohorecruit is seeking a proactive Executive Admin & Creative Virtual Assistant to support a solopreneur with executive assistance, admin ops, client management, content ops, and light creative tasks. The role emphasizes ownership, anticipation of needs, and strong organizational skills in an asynchronous environment.

Ideal candidates have experience with LinkedIn influencers or personal-brand businesses, excellent English communication, and proficiency in CRM systems and content workflows.

Qualifications

• Previous experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or similar role.
• Strong organizational, time-management, and follow-up skills.
• Experience with administrative operations and task/project coordination.
• Strong written and verbal English communication skills.
• Experience managing calendars, communications, files, and business workflows.

Responsibilities

• Executive & Administrative Support: manage calendars, meetings, follow-ups, and admin tasks.
• Identify and track outstanding action items and open loops; provide proactive weekly updates.
• Prepare upcoming meeting schedules and flag items needing client attention.
• Organize information, files, and workflows in Google Drive; support general ops.
• Client & Prospect Management: onboarding, track active clients, warm prospects, follow-ups; maintain pipeline.
• Content Operations: schedule, upload, organize content; track performance and repurpose for newsletters.
• Light Creative Support: create basic graphics with Canva; basic video edits with Edits by Meta.

Skills

Virtual Assistant

Executive Support

Calendar Management

English Communication

Independent Work

Problem Solving

Tools

HoneyBook

LinkedIn

Canva

Gmail

Google Drive

Google Calendar

Edits by Meta

AI tools

Buboon

Job description

Executive Admin & Creative Virtual Assistant

We are seeking a proactive, highly organized, and self-directed Virtual Assistant to support a solopreneur with executive assistance, administrative operations, client and prospect management, content operations, and light creative support.

The ideal candidate takes ownership, anticipates needs, tracks open loops, and keeps projects moving without waiting to be told what to do. They should be detail-oriented, reliable, resourceful, and comfortable managing multiple priorities in an asynchronous environment.

Experience supporting LinkedIn influencers, coaches, consultants, or other personal-brand/service-based businesses is highly preferred, along with strong communication, follow-through, and the ability to proactively flag priorities and pending tasks.

Strong organizational and proactive skills are more important than having advanced expertise across every creative discipline.

Scope of Work:

Executive & Administrative Support

• Manage and organize calendars, meetings, follow-ups, and administrative tasks.
  
• Identify and track outstanding action items and open loops.
  
• Provide proactive weekly updates on pending tasks, follow-ups, and priorities.
  
• Prepare upcoming meeting schedules and flag items requiring the client's attention.
  
• Help organize information, files, documents, and workflows in Google Drive.
  
• Support general business operations and administrative coordination.
  

Client & Prospect Management

• Assist with client onboarding and related administrative tasks.
  
• Track active clients, warm prospects, discovery calls, and follow-ups.
  
• Maintain and organize the sales/prospect pipeline.
  
• Conduct lead research and basic lead-generation activities.
  
• Follow up with prospects and help ensure opportunities do not fall through the cracks.
  
• Use LinkedIn outreach tools/platforms to organize prospects and follow-up activities.
  
• Support CRM administration in HoneyBook, including creating templates and assisting with proposal setup.
  

Content Operations

• Schedule, upload, organize, and maintain content.
  
• Track content performance and analytics.
  
• Identify top-performing posts and assist with repurposing content.
  
• Format and repurpose existing materials for newsletters and other channels.
  
• Assist with LinkedIn content organization and publishing.
  
• Support general administrative aspects of content operations.
  

Light Creative Support

• Create basic social media and newsletter graphics using Canva.
  
• Assist with simple content formatting and visual assets.
  
• Provide basic video-editing support using Meta's Edits app when needed.
  
• Creative expertise is a plus, but strong administrative and organizational skills are the priority.
  

Qualifications:

Required

• Previous experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or similar role.
  
• Strong organizational, time-management, and follow-up skills.
  
• Experience with administrative operations and task/project coordination.
  
• Strong written and verbal English communication skills.
  
• Experience managing calendars, communications, files, and business workflows.
  
• Ability to work proactively with minimal supervision.
  

Preferred

• Experience supporting a LinkedIn influencer, coach, consultant, or personal-brand business.
  
• Experience with pipeline tracking, prospect follow-up, lead research, or lead generation.
  
• Experience with client onboarding and CRM administration.
  
• Familiarity with content operations and social media workflows.
  
• Basic graphic design skills in Canva.
  
• Basic video-editing skills.
  
• Understanding of AI tools and AI-assisted workflows.
  
• Familiarity with business strategy and operations.
  

Tools Required / Preferred, the candidate should be comfortable using or willing to learn:

• HoneyBook – CRM, proposals, templates, and client workflows
  
• LinkedIn – content, outreach, prospect research, and follow-up
  
• Canva – basic graphics and content assets
  
• Gmail – communication and email management
  
• Google Drive – file and document organization
  
• Google Calendar – scheduling and meeting management
  
• Edits by Meta – basic video editing
  
• AI tools – AI-assisted research, organization, content operations, and productivity
  
• Buboon – note-taking/meeting support
  
• Experience with additional CRM, project management, social media, or content-management tools is a plus.
  

Engagement Structure, Shifts & Hours:

• Initial trial: 5 hours per week for the first month, or a short-term project/campaign may be used to assess fit, communication, workload, and performance.
  
• Ongoing support: Transition to a minimum of 10 hours per week after the first month, with the option to increase hours as business needs grow.
  
• Commitment: Standard engagement is a three-month initial commitment, with the first month serving as the trial period.
  
• Schedule: Flexible and asynchronous, with approximately 1–2 hours of overlap with the client's Pacific Time (PST/PDT) working hours on main working days.
  
• Communication: A regular weekly check-in is expected to review priorities, pending tasks, and open loops.
  

Target Start Date:

• Flexible: This is not an urgent hire. The client is open to taking time to review and interview candidates and select the right fit before beginning the trial period.