Creative Operations Assistant (Shopify, Email, and Admin Support)

We are a warm, creative Australian art business that runs two art galleries in Daylesford, Victoria. Our team manages everything from in-gallery sales to online art orders through Shopify. We are looking for a reliable and proactive Creative Operations Assistant to help us keep things running smoothly behind the scenes.

This role blends administration, creative support, and digital systems. You will manage customer emails, update our Shopify website, assist with marketing and analytics, and help keep our digital systems organised. If you love structure, enjoy working across different areas, and take pride in clear communication, this could be the perfect fit.

What You Will Do
- Email and Client Support
- Reply to customer enquiries with warmth and professionalism using Gmail
- Forward or flag high-priority messages for our team to action
- Maintain clean, organised inboxes across multiple gallery email accounts
- Track order updates, send shipping confirmations, and follow up on customer enquiries
- Communicate with our printing and framing partner (Fantastic Framing) about order status
- Keep records of key customer interactions in Notion

Shopify and Website Management
- Upload new artworks and products with accurate titles, sizes, and descriptions
- Update collections, pricing, and stock availability
- Create and manage discount codes and sale collections
- Add homepage banners, featured artworks, or seasonal promotions
- Upload and organise images using Dropbox and Shopify’s media library
- Review listings regularly to ensure consistent formatting and quality
- Coordinate with the team when new artwork launches or stock changes

Canva and Light Design Support
- Use Canva to create simple website banners, promotional graphics, or email visuals
- Resize and optimise images for Shopify, social media, or marketing emails
- Maintain brand consistency by following existing colour and font guidelines

Notion Support and Organisation
- Learn our Notion workspace and assist in maintaining digital systems
- Update databases for artworks, projects, and tasks
- Help track progress across marketing, logistics, and sales
- If you already have Notion experience, that is a big plus and highly valued

Marketing and Analytics Support
- Track and record weekly analytics from social media and email marketing platforms
- Assist in gathering insights from Instagram, Facebook, and Klaviyo reports
- Support our marketing team by posting content on days they are not rostered
- Help prepare basic reports that summarise social and email performance

General Admin and Creative Tasks
- Assist with file organisation and documentation in Google Drive and Dropbox
- Record data in Google Sheets or Notion databases
- Help streamline repetitive tasks and suggest improvements to workflows
- Take initiative in identifying small improvements that make the team’s work easier

If you have additional skills beyond these areas, that is a big advantage. We value initiative and are open to creating opportunities that align with your strengths as our collaboration grows.

You Will Succeed in This Role if You
- Have experience with Shopify, including product uploads, collections, discounts, and homepage updates
- Are confident using Canva for resizing images, banners, and simple promotional materials
- Are comfortable using Google Drive, Dropbox, and Notion to stay organised
- Write clearly and professionally in English when communicating with customers
- Are reliable, organised, and confident working across several systems
- Have a genuine interest in creative businesses and helping small teams grow

Hours
10 to 15 hours per week to start (flexible schedule)
- Long-term, ongoing role for the right person

Pay
- We are offering between 7 and 9 USD per hour, depending on experience.
- We are happy to start around 8 USD per hour and adjust upward as responsibilities grow.

Payment can be made weekly or fortnightly through your preferred method.

How to Apply
Please send:
- A short message introducing yourself and your experience with Shopify, email management, Canva, and Notion (if applicable)
- A link to your resume or OnlineJobs.ph profile
- (Optional) A short video introducing yourself. We love to meet the person behind the application and hear about your background and goals.

Keywords / Tags:
Virtual Assistant, Shopify, Notion, Canva, Email Management, Admin Support, Art Gallery, Creative Assistant, Dropbox, Google Drive, Social Media, Marketing, Customer Service, Klaviyo, Analytics, Data Entry, Creative Business