Executive & Operations VA

Zohorecruit; Polska; Hybrid; PLN 70,000 - 100,000; Full time

Job summary

Level Up Talent Solutions is seeking a Lean-Pro Executive & Operations Virtual Assistant to support a fast-growing founder-led media and culture brand. You will help with content operations, podcast coordination, newsletter support, and day-to-day admin, working mostly behind the scenes.

The role requires organized, proactive, tech-savvy candidates who can manage tools, workflows, and deadlines without heavy hand-holding while delivering clear communication to the founder and external contacts.

Qualifications

• 1–3 years of experience as a Virtual Assistant, Executive Assistant, Operations Assistant, Tech VA, Content Assistant, Podcast Assistant, or similar role.
• Experience using ClickUp or similar project management tools.
• Comfortable using Google Workspace (Gmail, Calendar, Docs, Sheets, Drive, Meet).
• Familiarity with Canva for simple graphics and template-based assets.
• Experience supporting social media scheduling, content calendars, or content operations.
• Strong written and spoken English communication skills.
• Highly organized, reliable, and able to manage follow-ups, deadlines, and task details independently.

Responsibilities

• Support podcast guest coordination, including outreach follow-ups, booking links, guest confirmations, preparation details, and guest tracking.
• Maintain podcast guest trackers using ClickUp, Google Sheets, or other assigned tools.
• Schedule approved content across LinkedIn and Instagram using SocialBee or similar platforms.
• Queue and organize approved content for publishing, without needing to write in the founder's voice.
• Support newsletter operations in Beehiiv, including loading drafts, formatting content, managing subscriber lists, organizing segments, and light automation upkeep.
• Use Canva to create simple graphics and visual assets using existing brand templates.
• Manage ClickUp boards, tasks, deadlines, project updates, and loose ends.
• Track pending items, follow-ups, approvals, and project progress to help the founder stay organized.
• Conduct research and data entry to maintain contact lists, outreach trackers, research notes, and quote libraries.
• Organize files, documents, notes, and content assets inside Google Drive or related systems.
• Clean up meeting notes from tools such as Fireflies and turn them into organized next steps when needed.
• Communicate clearly with the founder by providing context, links, status updates, and reminders.
• Coordinate professionally with external contacts, such as podcast guests, when needed.
• Help improve recurring systems for content, podcast, newsletter, research, and admin workflows.
• Support bigger pushes such as podcast launches, newsletter ramps, live events, or community-building activities as the brand grows.

Skills

Virtual assistance

Executive support

English communication

Organization

Tools

ClickUp

Google Workspace

Canva

SocialBee

Beehiiv

LinkedIn

Job description

At Level Up Talent Solutions, we believe great work starts with feeling supported, trusted, and valued.

We are a people-focused talent company that connects skilled professionals with meaningful long-term opportunities. Our goal is to create an environment where you can do your best work, continue growing, and feel confident in the role you play within a team.

When you join Level Up Talent Solutions , you are not just filling a position. You are becoming part of a community that values clear communication, consistency, and mutual respect. We work closely with you to understand your strengths, your experience, and the type of work environment where you can thrive.

We support our talents through structured onboarding, ongoing guidance, and realistic expectations. You will always know what success looks like and who to turn to when you need support. We believe that when talents feel aligned and empowered, everyone succeeds.

At Level Up Talent Solutions, growth is not only about skills. It is about confidence, stability, and building a career you can be proud of.

We are here to help you level up.

Job Description

This is a remote position.

Job Overview

Level Up Talent Solutions is looking for a Lean-Pro Executive & Operations Virtual Assistant to support a fast-growing, founder-led media and culture brand.

This role is ideal for someone organized, proactive, tech‑savvy, and comfortable supporting a founder across content operations, podcast coordination, newsletter support, task management, research, and day‑to‑day admin. The right candidate should be able to follow clear direction, manage tools and workflows, communicate clearly, and keep projects moving without constant hand‑holding.

Responsibilities

• Support podcast guest coordination, including outreach follow‑ups, booking links, guest confirmations, preparation details, and guest tracking
  
• Maintain podcast guest trackers using ClickUp, Google Sheets, or other assigned tools
  
• Schedule approved content across LinkedIn and Instagram using SocialBee or similar platforms
  
• Queue and organize approved content for publishing, without needing to write in the founder's voice
  
• Support newsletter operations in Beehiiv, including loading drafts, formatting content, managing subscriber lists, organizing segments, and light automation upkeep
  
• Use Canva to create simple graphics and visual assets using existing brand templates
  
• Manage ClickUp boards, tasks, deadlines, project updates, and loose ends
  
• Track pending items, follow‑ups, approvals, and project progress to help the founder stay organized
  
• Conduct research and data entry to maintain contact lists, outreach trackers, research notes, and quote libraries
  
• Organize files, documents, notes, and content assets inside Google Drive or related systems
  
• Clean up meeting notes from tools such as Fireflies and turn them into organized next steps when needed
  
• Communicate clearly with the founder by providing context, links, status updates, and reminders
  
• Coordinate professionally with external contacts, such as podcast guests, when needed
  
• Help improve recurring systems for content, podcast, newsletter, research, and admin workflows
  
• Support bigger pushes such as podcast launches, newsletter ramps, live events, or community‑building activities as the brand grows
  

Requirements

• 1-3 years of experience as a Virtual Assistant, Executive Assistant, Operations Assistant, Tech VA, Content Assistant, Podcast Assistant, or similar role
  
• Experience using ClickUp or similar project management tools
  
• Comfortable using Google Workspace, including Gmail, Calendar, Docs, Sheets, Drive, and Meet
  
• Familiarity with Canva for simple graphics and template‑based visual assets
  
• Experience supporting social media scheduling, content calendars, or content operations
  
• Comfortable learning and using platforms such as Beehiiv, SocialBee, LinkedIn, and related content tools
  
• Strong written and spoken English communication skills
  
• Highly organized, reliable, and able to manage follow‑ups, deadlines, and task details independently
  
• Able to work mostly behind the scenes while coordinating professionally with external contacts when needed
  
• Comfortable supporting a fast‑moving, founder‑led business with changing priorities
  
• Proactive, detail‑oriented, and able to run with tasks without heavy hand‑holding
  

Nice to Have

• Experience supporting media, content, creator, startup, or founder‑led businesses
  
• Familiarity with podcast tools such as Riverside, Descript, Fireflies, or similar platforms
  
• Experience with Notion, Bitly, newsletter platforms, or community/content operations