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Project title: VA – Studio Systems, Workflow Setup & Daily Support
Posted by: External project from PeoplePerHour
Started: 09-Jul-2025 14:24 GMT
Description: 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.
Project ID: 3439943
Project category:
Project budget:
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