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About Me: I’m a Santa Barbara–based portrait photographer specializing in transformational, magazine-style portrait experiences that empower women and girls to see themselves the way their loved ones see them. My work is deeply personal and emotionally resonant, so compassion, emotional intelligence, and professionalism are essential qualities in anyone representing the studio. I’m seeking a warm, intuitive, and highly organized administrative partner who thrives in a structured, system-driven environment. ⸻ Role Overview: This role is perfect for someone who loves structure, clarity, and helping things run smoothly behind the scenes. With most of the workflows, automations, and communication templates already built, your job is largely about overseeing and managing the systems — ensuring tasks move forward, clients feel cared for, and nothing slips through the cracks. You’ll work closely with me and my automated tools (Motion, 17hats, Notion, and AI assistants) to keep the studio’s operations running like clockwork. You’ll bring the human touch — thoughtful communication, gentle follow-through, and awareness — that complements our systems beautifully. ⸻ Responsibilities: Systems & Workflow Management • Maintain and organize Motion as the central hub for all tasks and projects. • Keep client pipelines and workflows up to date in 17hats (from inquiry through delivery). • Ensure everything runs smoothly by managing automations and integrations (via Zapier, Flodesk, Google Workspace, etc.). • Document and refine SOPs in Notion so the business runs seamlessly. • Spot bottlenecks and improve processes where needed — you’ll take pride in making sure the machine hums. Administrative Support • Manage inbox triage and send warm, professional client communications. • Schedule consultation calls, photoshoots, and Zoom meetings. • Monitor project timelines, client milestones, and deliverables. • Coordinate backend logistics for photoshoots, reveals, and launches. • Keep files, systems, and records organized and up to date. Strategic & Collaborative Support • Anticipate needs — you notice the small things before they become big things. • Collaborate with AI systems (like ChatGPT/Muse) to draft templates, organize workflows, and streamline operations. • Provide clear weekly updates and maintain open communication. ⸻ Skills & Experience: • Prior experience as a virtual assistant, studio coordinator, or online business manager (OBM) preferred. • Proficient with Motion, 17hats, Google Workspace, Notion, and Zapier (or a confident fast learner). • Tech-savvy and comfortable managing automations and workflow tools. • Excellent communication — warm, thoughtful, and professional. • Deep emotional intelligence; able to support women in sensitive or empowering experiences with kindness and respect. • Self-motivated, dependable, and detail-oriented — you love seeing things through. • Bonus if you’ve supported photographers, coaches, or other women-centered businesses. ⸻ Details: • Hours: 5–10 hours/week to start (potential to grow). • Location: Remote, preferably in a U.S.-friendly timezone. • Compensation: Competitive hourly rate based on experience. • Start date: ASAP. ⸻ To Apply: Please include: 1. A short introduction about you and why you’d love to support a women-centered, creative business. 2. Examples of systems or workflows you’ve managed (Motion, 17hats, ClickUp, Notion, etc.). 3. A list of tools you’re proficient with. 4. Your hourly rate and current availability. ⸻ 💬 Ideal Candidate Summary: You’re calm, organized, and grounded — the kind of person who brings peace to chaos. You’re energized by making sure everything runs smoothly and love being the steady hand behind the scenes. You’re compassionate, detail-oriented, and tech-confident, and you thrive in a role that’s straightforward and system-supported, yet meaningful and personal.