Virtual Executive Assistant

Job Title: Virtual Assistant (AI & Operations Support)

Company: Vyynl
Location: Remote
Type: Part-Time / Contract (with growth potential)

Role Overview

Vyynl is seeking a highly organized, tech-savvy Virtual Assistant to support our growing design-led operations. This role sits at the center of our workflow—prompting AI tools, coordinating freelance talent, managing communications, and organizing project data across multiple departments.

You’ll work closely with leadership, marketing, production, community outreach, and design teams to keep systems clean, responsive, and moving forward.

Key Responsibilities

AI & Workflow Support
• Prompt and manage AI tools (ChatGPT, image generators, automation tools) for internal use across departments
• Organize, label, and file AI conversations by department and project
• Maintain prompt libraries and reusable AI workflows

Freelancer & Vendor Coordination
• Source and manage freelancers via Fiverr and similar platforms
• Post tasks, review submissions, and coordinate revisions
• Track deliverables and timelines across projects


Email & Communication Management
• Monitor shared inboxes and follow up on emails
• Draft and send professional responses and reminders
• Escalate priority items to leadership

Departmental Support
• Marketing: assist with content prompts, campaign support, and asset organization
• Production: track project stages, approvals, and handoffs
• Community Outreach: manage communications, follow-ups, and records
• Design: organize files, briefs, and creative assets

Organization & Documentation
• Maintain clean digital filing systems (Google Drive, Click-Up, etc.)
• Create simple SOPs and documentation as workflows evolve

Qualifications
• Strong written communication skills
• Comfortable prompting AI and working with automation tools
• Experience with Fiverr or freelance marketplaces
• Highly organized and detail-oriented
• Ability to manage multiple projects independently
• Familiarity with creative or design-based workflows is a plus

Nice to Have
• Experience with Click-Up or project management tools
• Background in marketing, design, or digital operations
• Interest in AI, creative systems, or startup environments

Why Vyynl

Vyynl is building a design-led platform focused on visual communication, community impact, and scalable systems. This role offers hands-on exposure to AI-powered workflows, creative operations, and a fast-growing brand at the intersection of design and technology.