Executive Assistant / Generalist VA — Creative Studio (Admin, Social, Client Ops)

Role

Own the operational engine of the studio. One person, four surfaces: the founder's inbox and calendar, our published content, live client projects, and the top of the new-business funnel. You are the reason nothing gets dropped, nobody has to chase, and the founder spends their day on work only they can do. Scope is deliberately broad now and narrows later — as volume grows, content and social splits off into its own hire and you choose which half you want to lead.

What you'll do

Inbox and calendar

• Triage the founder's inbox daily: d ---------- what needs them, draft the routine replies, clear the rest
• Own the calendar across GST, EST, and PST — schedule, reschedule, defend focus blocks, never double-book
• Issue invoices, chase overdue payments, keep the expense log current
• Run Drive like a filing system, not a dumping ground: naming conventions, versioning, nothing unfindable
• Handle travel, vendor accounts, and subscription admin

Content and social

• Schedule and publish across Instagram, LinkedIn, TikTok, and YouTube on a calendar you maintain
• Write captions in studio voice, adapt copy per platform, size and format every asset correctly
• Light Canva work and basic video trims, cuts, and subtitles
• Monitor comments and DMs, answer the routine ones, escalate what matters
• Flag calendar gaps two weeks out, before they become a scramble
• Pull monthly performance into a report that says what changed and why, not just the numbers

Client and project operations

• Be the fast, reliable reply on client threads — acknowledge same day, chase answers, keep nothing waiting
• Keep every project current in the tracker: statuses, owners, dates, blockers surfaced early
• Prepare briefs, agendas, and call recaps with clear owners and deadlines attached
• Manage deliverable handoffs — correct files, working links, on time, first try
• Run the follow-up loop after every call so nothing dies in someone's inbox

Research and new business

• Build and clean prospect lists against our target profile
• Research brands, competitors, and category trends into short usable summaries, not link dumps
• Run first-touch outreach sequences and track what gets answered
• Keep the CRM accurate: no duplicates, no stale records, no guessing

Cross-functional

• Write the SOP for every recurring task you take over, so the role is transferable by design
• Give a short daily status and one weekly call — otherwise fully async

You should have

• 2 to 5 years as a VA, EA, or agency coordinator, ideally inside a creative, media, or marketing business
• Writing strong enough to go out under someone else's name, US English
• A system for tracking commitments that lives outside your head
• Fluency in Google Workspace, a project tool (Notion, ClickUp, or Asana), and Canva
• Consistent overlap with Dubai hours and the discretion to sit near contracts, budgets, and unreleased work
• Bonus: CapCut or Premiere, social scheduling tools, CRM or outreach platforms, invoicing software

How we measure it

• Response time on client and inbound threads
• Deadlines held per project, and how early slippage gets flagged
• How few things the founder has to ask about twice
• Content published on schedule, at platform standard
• Qualified prospects added and sequenced per month

Not a fit if

• You need every task specified before you'll start it
• You go quiet when you're stuck
• You're serving several other clients during our working hours