Creative Virtual Assistant + Client Experience Coordinator

Part-Time | 15-20 Hours/Week | $5–$9 USD/Hour | Long-Term

We are looking for a talented, organized and creative Virtual Assistant + Client Experience Coordinator to support two growing Florida-based businesses: a professional photography business and a luxury photo booth company.

We are a small, family-owned business looking for someone who can truly learn our businesses, understand our voice, help us stay organized and grow into a trusted long-term member of our team.

This is not simply a data-entry position. We need someone who is comfortable communicating with clients, managing leads and workflows, staying on top of follow-ups AND bringing creativity to our social media presence.

Dubsado experience is a HUGE plus, but we are absolutely open to the right person who is willing and able to learn!

If you have experience with another CRM or client-management platform, we still want to hear from you.

WHAT YOU'LL HELP WITH

CRM + Client Management

We currently use Dubsado as our CRM for managing inquiries, clients and workflows.

If you already know Dubsado, that's a major advantage! If you've successfully used another CRM and are great at learning new systems, we're open to teaching the right person.

You will eventually help:

-Manage incoming photography and photo booth inquiries

-Send initial inquiry responses using our established templates, pricing and guidelines

-Keep leads properly organized in our CRM and calendar

-Monitor client and lead statuses

-Follow up with potential clients who have not completed contracts or booking steps

-Send routine questionnaires, reminders and client communications

-Keep client projects organized and up to date

-Maintain canned email s and workflows

-Help identify opportunities to automate repetitive tasks

-Flag anything that requires owner attention

-Make sure inquiries and follow-ups do not fall through the cracks

If you have Dubsado experience with workflows, automations, canned email s, schedulers, contracts, questionnaires or lead management, please tell us about it in your application!

CLIENT COMMUNICATION

Excellent written English is extremely important for this position.

Our communication style is warm, conversational, professional and personal.

We do NOT want clients receiving email s that feel robotic, overly corporate or obviously AI-generated.

You may help with:

-Initial inquiry responses

-Friendly follow-ups with potential clients

-Following up on incomplete contracts/bookings

-Personalized client email s

-Communicating new photo booth keepsakes and upcoming offerings

-WeddingPro lead conversations and follow-up

-Past-client rebooking campaigns

-Routine client reminders and communication

We will provide established templates, pricing, examples and guidelines to help you learn our voice.

More complex situations, special pricing and sensitive conversations will remain with the owners.

PHOTOGRAPHY CLIENT REBOOKING

Our photography business has many returning clients, and we want to become more proactive about getting them back onto our calendar.

You will help:

-Review the previous year's photography calendar

-Identify past clients who may be ready to book again

-Compare their previous session timing with current availability

-Prepare personalized rebooking email s

-Help proactively fill available photography dates

-Keep track of who has been contacted and who needs follow-up

Not required but a HUGE Bonus if you know how to create social media reels for SOCIAL MEDIA + SHORT-FORM CONTENT

We will provide the majority of the raw photos and videos.

We need someone who can turn that content into approximately 3 short-form videos per week for Instagram, Facebook and ---------- .

We especially need someone who understands how to tell a story QUICKLY — often in 10 seconds or less.

You should have a good eye for:

Strong opening hooks

Short-form storytelling

Selecting the best clips

On-screen text

Music/audio

Transitions

Pacing

Writing natural and engaging captions

Repurposing content across Instagram, Facebook and ----------

We currently use InStories for short-form video editing.

Previous InStories experience is a plus, but definitely NOT required. If you're great at short-form video editing using another platform and are willing to learn InStories, that's completely fine!

OTHER TASKS MAY INCLUDE

Calendar organization

Lead tracking

Weekly follow-up lists

Review requests

Organizing digital content and folders

Canva graphics

Updating email templates

Maintaining client databases

Preparing weekly summaries of anything requiring owner attention

Organizing social media content

Researching venues/vendors as needed

Helping us create better systems and processes

Identifying repetitive tasks that could be simplified or automated

We LOVE someone who can eventually notice:

"You're doing this manually every week , I think there's an easier way."

We're not expecting that on day one, but initiative and problem-solving are qualities we really value.

WHAT WE'RE LOOKING FOR

Required:

-Excellent written and conversational English

-Strong client/customer communication skills

-Excellent organization and attention to detail

-Strong follow-through

-Comfortable learning and using online systems/CRMs

-Ability to work independently after being trained on our processes

-Ability to follow established pricing, templates and guidelines

-Good judgment about when something needs owner attention

-Experience creating short-form social media content

-Comfortable learning InStories

-Canva experience

-Reliable internet connection

-Dependable and consistent communication

BIG Pluses:

-Dubsado experience

-Dubsado workflow/automation experience

-Experience with another CRM such as HoneyBook or a similar client-management system

-Experience working with photographers

-Wedding or event-industry experience

-Social media management experience

-Experience managing leads and client workflows

-InStories experience

-Experience working with a U.S.-based small business

HOURS + COMPENSATION

Starting hours: Approximately 15–20 hours per week

Pay range: $5–$9 USD/hour, based on experience and skill level

We are willing to pay toward the higher end of our range for an exceptional candidate with excellent written English, strong client-management experience, great attention to detail and proven creative/social media skills.

Strong Dubsado experience is also extremely valuable to us!

We are looking for QUALITY over the lowest hourly rate. Our priority is finding someone dependable, talented and proactive who can grow with our businesses long-term.

There is potential for increased hours, responsibilities and compensation as the role grows.

TO APPLY

Please answer ALL of the following:

Tell us a little about yourself and why you think you would be a great fit for this position.

Have you used Dubsado before? If yes, please tell us specifically what you've done inside Dubsado, including any experience with workflows, automations, canned email s, schedulers, contracts, questionnaires or lead management.

If you haven't used Dubsado, which CRM/client-management systems HAVE you used? Tell us about your experience and how comfortable you are learning a new platform.

Tell us about any experience working with photographers, photo booth companies, wedding professionals, event companies or similar creative businesses.

Send examples of social media accounts, Reels or short-form videos you have personally created or managed.

If applicable, send examples of your Canva, graphic design and/or website work.

What is your desired hourly rate within our $5–$9 USD/hour range, and what experience or skills do you feel qualify you for that rate?

What is your current availability, and how many hours per week are you looking for?

Do you currently work with other clients? If so, approximately how many hours per week are you currently committed to other clients?

What hours are you typically available to work, and what time zone are you located in?

ONE LAST THING!

Please begin your application with the words CHERRY ON TOP so we know you carefully read the entire job description.

Applications that do not include this may not be considered.

A small number of finalists will be invited to complete a short PAID skills test before we make our final decision.

We're hoping to find someone who wants to grow with us long-term, learn our businesses and become an important part of keeping our client experience organized, personal and consistent.

If you're organized, creative, great with people, willing to learn and genuinely enjoy helping small businesses run smoothly, we'd love to hear from you!