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)
Top Skills
Clickup
Google Sheets
Quickbooks Online
Similar Jobs
Fintech • Professional Services • Consulting • Energy • Financial Services • Cybersecurity • Generative AI
The Business Analyst for Corporate Cards will perform business analysis, lead stakeholder management, support Agile implementation, and integrate card processes into global P2P operations.
Top Skills:
AgileProcure-To-Pay (P2P)
Fintech • Professional Services • Consulting • Energy • Financial Services • Cybersecurity • Generative AI
The role requires expertise in business analysis within retail banking, focusing on digital transformation, customer onboarding, and agile project delivery, in collaboration with global teams.
Top Skills:
ConfluenceJIRA
Cloud • Fintech • Information Technology • Machine Learning • Software • App development • Generative AI
The Senior Technical Program Manager will lead strategic projects in a SaaS environment, ensuring timely delivery and alignment with business goals, while managing cross-functional teams and promoting Agile practices.
Top Skills:
ConfluenceGoogle SuiteJIRAJira PortfolioMS Office
What you need to know about the Toronto Tech Scene
Although home to some of the biggest names in tech, including Google, Microsoft and Amazon, Toronto has established itself as one of the largest startup ecosystems in the world. And with over 2,000 startups — more than 30 percent of the country's total startups — Toronto continues to attract new businesses. Be it helping entrepreneurs manage their finances, simplifying business operations by automating payroll or assisting pharmaceutical companies in launching new drugs, the city's tech scene is just getting started.
