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 • Machine Learning • Natural Language Processing • Software • Conversational AI
Lead and build Deepgram’s go-to-market in India: own pipeline and ARR, sell to senior technical buyers, develop partner and hyperscaler channels, hire and coach a high-performing sales team, carry strategic deals, implement sales rigor, and feed market and localization insights back to product.
Top Skills:
Ai/MlAPIsDeveloper ToolsFoundation ModelsHyperscaler Co-Sell ProgramsSelf-Hosted/On-Premises DeploymentsSpeech-To-Text (Stt)Systems Integrator PartnershipsText-To-Speech (Tts)Voice Ai
Big Data • Food • Hardware • Machine Learning • Retail • Automation • Manufacturing
Lead change management for S/4 HANA and o9 planning data governance workstreams (master data, business data, analytics). Develop and execute change strategies, stakeholder engagement, training and communications, measure adoption, coach leaders, and support Ataccama deployment to embed data governance and a data-driven culture across regions.
Top Skills:
AtaccamaMdmO9 PlanningSap S/4 Hana
Automotive • Hardware • Robotics • Software • Transportation • Manufacturing
Develop and integrate virtual ECU components for L3 ADAS; model, simulate, and validate ECU behavior in SIL/MIL environments; integrate ADAS code with AUTOSAR, ROS2, DDS and real-time frameworks; create build pipelines (CMake/Bazel/Yocto); enable scenario-based virtual testing (CarMaker/PreScan/CARLA); debug integration issues and collaborate with cross-functional teams.
Top Skills:
Autosar AdaptiveAutosar ClassicBazelC++CanCarlaCarmakerCmakeContainerized BuildsContinuous IntegrationDdsDspaceEtasEthernetHilLinMilNiPrescanRos2SilSome/IpVectorVersioningYocto
What you need to know about the Mumbai Tech Scene
From haggling for the best price at Chor Bazaar to the bustle of Crawford Market, the energy of Mumbai's traditional markets is a key part of the city's charm. And while these markets will always have their place, the city also boasts a thriving e-commerce scene, ranking among the largest in the region. Driven by online sales in everything from snacks to licensed sports merchandise to children's apparel, the local industry is worth billions, with companies actively recruiting to meet the demands of continued growth.
