Digital Systems & Notion Operations Assistant/VA (Calendar, Time Blocking & Tech Optimization)

Overview

I’m a physician and founder of multiple brands and I’m looking for a highly organized, tech-savvy assistant to design, implement, and maintain clean, efficient digital systems across my life and business.

I move fast and manage multiple priorities. My biggest bottleneck is not effort, it’s tech overload and lack of integrated systems. I need someone who can turn digital CHAOS into STRUCTURE, and who is comfortable leading the solution, not just following instructions.

This role requires initiative, creativity, and systems thinking.

How This Role Works (Important)
I will:
Explain the problem
Show you what’s currently happening
Share goals and constraints
Give guidance when needed

You will:
Propose solutions
Design the systems
Explain why they work
Implement them
Teach me how to use them
Suggest best productivity apps to your liking (Notion, AkiFlow, Motion etc)

Because my tech knowledge is limited, I need someone who thinks independently, makes recommendations, and does not wait for step-by-step instructions. This role involves CREATIVE PROBLEM-SOLVING, NOT BLIND TASK EXECUTION.

If you prefer being told exactly what buttons to click, this role is not for you.

What You’ll Build:

1. Central Notion Dashboard (Non-Negotiable)
Build a central Notion command center to manage:
Life admin
Business operations
Projects and priorities
Content ideas and workflows
Design systems that are:
Simple
Visual
Easy to maintain
Show me your organizational logic, explain it, and adapt it to my life
Track progress, deadlines, and key initiatives in one place

2. Calendar Management & Time Blocking
Take ownership of calendar organization
Help me time block my days and weeks realistically
Build recurring structures for:
Deep work
Admin
Content
Personal time
Integrate calendar workflows with Notion
Reduce overbooking, context switching, and mental clutter

3. Password & Access Management
Set up and manage Bitwarden as the single source of truth
Organize logins across platforms, brands, and tools
Create clear naming conventions and access rules
Ensure everything is secure, searchable, and fast to retrieve

4. Google Workspace & Brand Structure
Set up and manage Google Workspace
Advise on and implement how my other business fits into the ecosystem (wether to keep everything in one workspace or open 2)
Organize:

Emails
Folders
Filters
Documents
Make it impossible to lose emails, files, or assets again

5. Digital Organization & Optimization
Organize files, photos, documents, and digital assets
Create systems for:
Uploading
Storing
Retrieving
Reduce digital clutter and decision fatigue
Help me stop operating with hundreds of open tabs

6. Teaching & Implementation
Walk me through systems via screen share
Teach me how to use what you build
Create lightweight SOPs or reference guides
Ensure systems are sustainable and actually used
Who You Are
Extremely organized and detail-oriented
Strong systems thinker
Proactive and solutions-driven
Comfortable making recommendations and decisions
Patient, clear communicator who enjoys teaching (fluent English)
You think long-term, not just task-by-task

Required Skills
Advanced Notion experience (dashboards, databases, workflows)
Experience with Bitwarden or similar password managers
Strong understanding of Google Workspace
Calendar management and time-blocking experience
Ability to work across multiple brands and platforms

Bonus (Nice to Have)
Experience working with founders, physicians, or personal brands
Background in operations, digital systems, or project management
Familiarity with content workflows and social platforms
Working Style
Remote
Flexible hours
Project-based to start, with potential for long-term role
Regular screen-sharing sessions during setup and optimization

How to Apply
Please include:
A short description of how you approach organizing complex digital systems
Examples of Notion dashboards or systems you’ve built (screenshots welcome)
An example of a problem you were given and how you designed the solution
Availability and rate