Overview: We are a Europe-based creative studio working across collectible design, art, and interiors. We are looking for a reliable, detail-oriented virtual assistant to help set up the internal systems, tools, and workflows that support both our creative and operational work. This is a fixed-term, part-time project ideal for someone who is calm, structured, and enjoys building organisation within creative environments. In addition to building internal systems, you’ll also assist with ongoing, day-to-day admin and studio support tasks during the project period.
There is potential for this role to grow into a longer-term support position once the initial contract is complete.
Project Scope: • Organise Google Drive/Dropbox and shared folders with consistent naming and structure • Build and format spreadsheets for pricing and quotations, supplier details, invoice tracking, and commissions • Create and manage Trello or Notion boards to track creative and procurement workflows • Write SOPs and templates for regular studio processes (project tracking, procurement follow-ups, file sharing) • Support daily admin tasks such as inbox management, file sorting, packing lists, invoicing, etc. • Assist with batching and scheduling social content using Canva and Planoly • Help coordinate calendars and weekly planning blocks for creative work • Integrate AI tools into everyday workflows, including: o ChatGPT for captions, templates, and planning o remove.bg / WEGIC for image editing o Midjourney and Hyper3D.ai for moodboarding and concept visualisation What We’re Looking For: • Excellent written English • Strong organisational and admin skills • Confident with Google Docs, Sheets, Calendar, and Drive • Familiarity with Canva, Trello, or Notion • Calm, proactive communicator who works independently • Bonus if you’ve worked in or supported a creative business
Deliverables: • Complete studio file system in Google Drive • Spreadsheet dashboards for tracking pricing, suppliers, and commissions • Trello or Notion boards for project and collection planning • Email and admin templates • AI tool prompt library and basic workflow setup • Weekly task checklists and simple calendar integration • Clear documentation of all systems created for future use
To Apply: Please include: • A short introduction and your approach to setting up workflows and systems • Examples of similar tools or templates you’ve built • A brief summary of your admin or assistant experience • Your availability to begin in July
We’re looking for someone supportive, methodical, and kind — someone who enjoys bringing structure to creative projects and helping a small studio run smoothly. If it’s a good fit, there’s potential to continue with us beyond the initial project period.
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