Executive Assistant and Operations VA

Shadow Light Studios; United States; A distancia; USD 60.000 - 90.000; Jornada completa

Descripción de la vacante

Shadow Light Studios is seeking an Executive Assistant and Operations VA to support the leadership team, streamline outreach, scheduling, and finance prep, and keep production and sales operations running smoothly.

You will manage daily logistics, maintain dashboards, and document SOPs while coordinating hiring and editor workflows across time zones. Strong English, detail orientation, and experience with ClickUp, QuickBooks, and Loom are required.

Formación

• 3+ years of EA/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.

Responsabilidades

• 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.

Conocimientos

EA/VA experience

English writing

Detail-oriented

QuickBooks basics

Meeting operations

ClickUp

Loom recording

Google Sheets

SOPs understanding

Video production knowledge

Herramientas

QuickBooks

ClickUp

Google Sheets

Loom

Descripción del empleo

Executive Assistant and Operations VA

About SLS

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’re 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’ll handle outreach, scheduling, finance prep, candidate coordination, and day-to-day organization to keep everything running smoothly.

What You’ll 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 (Must work in US Time Zone)