Operations Assistant for US Wedding Photography Studio (Dubsado, ClickUp, Zapier) - Full Time

I run a photography and video production company in Delaware, USA (US Eastern Time). We shoot weddings, portraits, and corporate events across three brands, serving Delaware, the Philadelphia metro area, South Jersey, and Maryland. Our work is at ---------- , and I'd encourage you to look at it before applying.

I'm hiring one organized, detail-oriented person to run the operations side of the business so I can focus on performing at the top level for our clients. This is a long-term, full-time role with one client. Not project work, not a side gig.

Why this shift: most US-facing roles on this board are overnight. This one is not. You work an afternoon and evening shift, 3:00 PM to 11:00 PM Philippine Time, and we overlap live for two to three hours every day. You'll never be guessing what to do or working alone.

What you will own

Email and client communication, including responding to new inquiries
Managing our CRM (Dubsado): workflows, contracts, invoices, questionnaires, follow-up sequences, and keeping every project in the correct stage
Maintaining a daily project status report in ClickUp so we always know where every job stands and what it's waiting on
Creating, updating, and managing standard operating procedures
Building wedding day timelines and family formal shot lists in Google Docs from client questionnaires
Coordinating with our photo and video editors, tracking deadlines and chasing deliverables
Vendor and venue outreach after each wedding to build and maintain strong working relationships
Business paperwork: contractor onboarding, W-9s, insurance certificates, annual permits
Research and prospect list building for our corporate photography brand
These roles will adjust over time as we continue to grow and you become a solid foundation in our organization

Our systems

We utilize automation, and I want someone comfortable inside it, not intimidated by it. Understanding ClickUp automations, Dubsado workflows, and Zapier will put you at the top of this list.

ClickUp (internal project management), Dubsado (CRM and client facing workflows), Zapier, Google Workspace, Quo (client calls and texting), Pic-Time (photo gallery delivery), Vidflow (wedding film delivery), Flodesk (email marketing), Showit (website), Canva

Required

Excellent written English. You will be writing directly to couples and corporate clients. This is the single most important requirement and I will be testing for it.
Hands-on experience with a CRM (Dubsado, HoneyBook, Tave, or similar)
Experience with a project management tool. ClickUp strongly preferred.
Genuine interest in learning the US wedding industry: how couples shop for photographers/videographers, what venues and planners expect, how the booking season works. You don't need to know this yet, but you need to want to.
Reliable internet plus a backup connection
Available 3:00 PM to 11:00 PM Philippine Time, Monday to Friday, long term

Nice to have

Zapier or other automation building experience
Experience working with a photography, videography, or wedding business
Strong Google Docs formatting and document building

What I offer

Steady full-time work with one client, paid twice monthly via Wise
13th month pay
10 days paid time off per year plus Philippine holidays, accruing from your first day and usable after 90 days
A live daily check-in, so you always have direction and a real working relationship
Room to grow into more responsibility as the business grows

HOW TO APPLY

Use this exact subject line: GOLDEN HOUR - Operations Assistant

Applications with any other subject line will not be read.

Answer these four questions in your application:

Which of these have you used, and for how long: Dubsado, ClickUp, Zapier? Name the specific tools and how long you used each.
Describe one process or workflow you set up or improved for a previous employer. What was broken, what did you change, and what was the result?
How many clients do you currently work for, and what hours do you work for each?
Look at ---------- . Imagine a couple email s us saying they're getting married next October and asking about pricing and availability, but they don't say where. Write the reply you would send.

Applications missing any of these four answers will not be considered.