Operations & Calendar Virtual Assistant (CRM + Systems + Client Coordination)

We are looking for a highly organized and reliable Virtual Assistant to support daily operations for a growing photography and creative studio.
This role is focused on:
* managing calendars
* organizing client workflows
* setting up and maintaining systems (CRM)
* ensuring no leads or tasks fall through the cracks
You will work directly with the owner and act as a right-hand support system to keep the business running smoothly.

Main Responsibilities:
1. CRM Setup & Management (Important)
* Set up and manage workflows inside a CRM (HoneyBook or similar)
* Build pipelines:
* Inquiry ? Booking ? Shoot ? Delivery ? Follow-up
* Create automations:
* Auto responses
* Invoice reminders
* Follow-up messages
* Keep client pipeline organized and updated
* Ensure no missed leads or delayed responses

2. Calendar Management (Very Important)
* Manage multiple calendars:
* Personal calendar
* Photography shoot calendar
* Schedule and confirm appointments
* Send reminders to clients
* Reschedule when needed
* Add structure and organization to daily schedule

3. Client Communication (Basic Support)
* Respond to basic inquiries
* Send follow-ups to leads
* Send booking links and invoices
* Notify owner of important clients
(You are not responsible for closing sales, only support and follow-up)

4. Daily Task & Operations Support
* Create and manage daily to-do lists
* Help organize tasks for the team
* Ensure nothing is missed or forgotten

5. Systems & Automation (Important)
* Build and improve workflows
* Set up simple automations
* Help create dashboards for tracking:
* leads
* bookings
* tasks
* Use tools like ChatGPT or AI to improve speed and efficiency

6. Admin & Organization
* Organize Google Drive files and folders
* Keep backend systems clean and structured
* Assist with general admin tasks

Tools You Will Use:
* Google Calendar
* Google Drive
* CRM systems (HoneyBook or similar)
* Google Sheets (for dashboards)
* ChatGPT / AI tools

Work Style:
* Must be available during the day (flexible communication)
* Able to work independently and complete tasks without constant supervision
* Hybrid role (real-time + assigned tasks)

Hours:
* 10-15 hours per week (to start)
* Opportunity to grow long-term

Additional Requirement (Important)
We are looking for someone who understands systems, workflows, and automation.
You should be comfortable:
* Organizing step-by-step processes
* Creating simple workflows (example: inquiry ? booking ? follow-up)
* Using tools to automate repetitive tasks
* Thinking ahead and preventing things from being missed

We Are Looking For Someone Who:
* Is extremely organized
* Communicates clearly and professionally
* Has experience with CRM systems and workflows
* Understands automation and efficiency
* Takes initiative and solves problems
* Is comfortable using AI tools like ChatGPT

To Apply:
Please include:
1. A short introduction about yourself
2. Your experience with CRM systems (HoneyBook or similar)
3. Your experience with calendar management
4. Any experience with automation or workflows
5. Answer the questions below
6. The word “FLOW” at the top of your application

Application Questions (Required):
1. Workflow Thinking
If a client sends an inquiry for a photo shoot, explain step-by-step how you would handle this from inquiry to booking.

2. Organization Scenario
If there are:
* 3 new leads
* 2 scheduled shoots
* 1 client that has not responded
How would you organize and manage this?

3. Automation Understanding
Give an example of a task you would automate in a business and how you would set it up.