The Executive Assistant and Operations VA supports leadership and operations by managing outreach, scheduling, finance prep, and daily organization to ensure smooth workflows.
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)
Similar Jobs
Artificial Intelligence • Big Data • Cloud • Information Technology • Software • Big Data Analytics • Automation
As a Lead Customer Success Manager, you will drive customer adoption of Dynatrace, build executive relationships, manage risks, and ensure long-term value for enterprise clients in India.
Top Skills:
AWSAzureGCPKubernetes
Artificial Intelligence • Enterprise Web • Information Technology • Productivity • Sales • Software • Database
As a Senior Backend Engineer, you'll design scalable backends, mentor team members, and lead software development lifecycle activities while improving quality and performance.
Top Skills:
AnsibleDockerElasticsearchKubernetesMongoDBNode.jsReactRedisReduxRubyRuby On RailsTerraform
Artificial Intelligence • Enterprise Web • Information Technology • Productivity • Sales • Software • Database
As a Senior Backend Engineer at Apollo.io, you'll design scalable backend solutions, mentor teammates, and work cross-functionally to enhance product quality and performance.
Top Skills:
AIAnsibleDockerElasticsearchKubernetesMongoDBNode.jsReactRedisReduxRubyRuby On RailsTerraform
What you need to know about the Bengaluru Tech Scene
Dubbed the "Silicon Valley of India," Bengaluru has emerged as the nation's leading hub for information technology and a go-to destination for startups. Home to tech giants like ISRO, Infosys, Wipro and HAL, the city attracts and cultivates a rich pool of tech talent, supported by numerous educational and research institutions including the Indian Institute of Science, Bangalore Institute of Technology, and the International Institute of Information Technology.
