Understanding of short-form and long-form video production pipelines.
Responsibilities
Run podcast and partner outreach using trackers and templates.
Own daily PodSync logistics, including agendas, notes, and action-item capture.
Maintain editor-capacity dashboards and send daily snapshots.
Prepare finance categorization in QuickBooks using a monthly checklist.
Draft and send team notices and maintain communication templates.
Manage hiring administration, including 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.
Run outreach and follow-ups independently without leadership intervention.
Capture daily PodSync details and same-day action items consistently.
Maintain editor dashboards with current status to help balance capacity.
Prepare accurate, review-ready finances with minimal rework.
Ensure all-team notices are clear, timely, and professional.
Maintain ClickUp hygiene with no missing owners or overdue tasks.
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
Compensation
Competitive for LATAM market experience
Paid time off and local holidays aligned during offer