Virtual Assistant – Operations, Project Management & Design

Virtual Assistant — Operations, Project Management & Design
THE ROLE

We're hiring an Operations & Design VA to become the force that keeps everything moving.

You'll help run the systems, manage the projects, and create the assets that power our agency.

This role sits at the intersection of operations, project management, and design.

Some days you'll be cleaning up pipelines inside GoHighLevel.
Some days you'll be coordinating projects and chasing down missing pieces.
Some days you'll be building ad creative, lead magnets, and Canva designs.

The common thread is simple:

You make sure things get done.
You don't wait to be told what to do next.
You don't need constant direction.
You take ownership, solve problems, and bring back finished work.

If that sounds like you, keep reading.

THE TWO THINGS THAT MAKE YOU A FIT

Relentless Follow-Through
You don't leave things half-finished.
When something lands on your plate, it gets completed.
Obstacles don't slow you down. You figure them out.
You get genuine satisfaction from crossing things off the list and moving projects across the finish line.

You're an Executor, Not a Spectator
You take a rough idea and turn it into a finished result.
You don't need every step mapped out for you.
You take ownership, coordinate the moving pieces, and bring back work that's polished and ready to ship.

WHAT SUCCESS LOOKS LIKE AFTER 30 DAYS

By day 30:
Every active project has a clear status, owner, and next step.
Nothing is falling through the cracks.
GoHighLevel pipelines are clean, accurate, and up to date.
Tasks are being tracked and followed up on without being assigned twice.
Creative requests are being turned into finished assets with minimal oversight.
Communication loops are being closed consistently.
The team trusts that when something is assigned to you, it gets done.

WHAT YOU'LL BE DOING

Operations (GoHighLevel)
You own the CRM.
You keep the machine running, not just set up once, but maintained every day.
Pipelines stay clean. Opportunities stay updated. Follow-up sequences run on schedule. Automations work as intended.
Nothing sits stale.

Project Management
You own the scoreboard.
At any ---------- nt, you know what's on track, what's blocked, what's late, and what needs attention.
You track deadlines, chase inputs, close loops, and keep projects moving.
If something is slipping, you identify it early.
If I'm the bottleneck, I expect you to tell me.
Your job isn't to wait on me.
Your job is to keep the ball moving.

Design
You take a brief and turn it into finished ad creative, Canva layouts, lead magnets, and marketing assets.
You bring back polished work that's ready to launch.
Not rough drafts.
Not half-finished concepts.
Finished work.

Ad Support (Meta)
You upload, QA, and publish creative in Meta Ads Manager.
You catch mistakes before they go live.
You sweat the details.

HOW TO BE A HERO

Take a brief and run with it.
Execute fully and close the loop.
Self-start without waiting for instructions.
Deliver finished work, not endless drafts.
Hold me accountable when I'm slowing things down.
Flag problems before they become problems.
Come with solutions, not just issues.
Communicate proactively.
Report back when something is complete.

HOW TO DRIVE ME CRAZY
Sending voice notes.
Delivering a file and disappearing.
Making me follow up for status updates.
Bringing me problems with no attempt at a solution.
Letting things sit because nobody followed up.
Missing deadlines that could have been prevented.
Moving slowly when urgency is required.

QUALIFICATIONS
Proven experience in operations, project coordination, executive assistance, or virtual assistance.
Proven design experience creating ads, Canva layouts, and marketing materials.
Experience managing multiple projects simultaneously.
GoHighLevel experience preferred, or a demonstrated ability to learn complex systems quickly.
Canva proficiency required.
Daily use of ChatGPT or AI tools to increase productivity.
Familiarity with Meta Ads Manager.
Strong written English and communication skills.
Reliable internet connection.
Full-time availability during US business hours (Eastern preferred).

TOOLS YOU'LL USE
GoHighLevel
Canva
Meta Ads Manager
ChatGPT / AI tools
Slack
Google Drive
Bonus but not required:
Figma
Lovable
Zapier
We'll teach the rest.

TO APPLY
---------- Send 3–5 examples of design work — ads, Canva layouts, marketing materials. Add a quick note on what each piece was for.

Then answer these questions in your reply:

1. Share 3–5 design samples and tell me, in one line each, what the piece was for and what the goal was.

2. Walk me through your GoHighLevel experience. What have you built or managed — pipelines, automations, follow-up sequences? If you haven't used GHL, what complex system have you learned fast?

3. You're managing six projects at once. How do you keep all of them moving so nothing falls through? Walk me through your system.

4. I send you a rough brief with barely any direction — "make me an ad for a deck company, here's the logo." Walk me through how you'd take that to a finished Canva ad.

5. How do you use ChatGPT or AI in your day-to-day work? Give me one real example of something it helped you do faster.