Creative Executive Virtual Assistant | Art Business Operations & Communications

I’m looking for a highly organized, creatively minded Executive Virtual Assistant to support the operations and communications of an established visual art business. Experience working with professional artists, galleries, artist studios, creative executives, luxury brands, music/entertainment clients, or other art and creative-industry businesses is strongly preferred. This is an ongoing, fully remote role beginning at approximately 5–10 hours per week. I’m looking for someone who can not only complete administrative tasks, but also help improve the systems behind the business and become increasingly autonomous with recurring operations over time. About the Role I am a professional visual artist running an established art brand involving original artwork, fine art prints, commissions, collectors, collaborations, media opportunities, and partnerships across the art and creative industries. The role combines executive assistance, art-business administration, professional communication, digital organization, and creative presentation support. Excellent written communication, discretion, organization, and judgment are essential. Primary Responsibilities Email & Professional Communications 1. Help organize and manage business email 2. Draft polished responses to routine inquiries 3. Assist with correspondence involving collectors, galleries, clients, vendors, and creative-industry contacts 4. Track unanswered messages and important follow-ups 5. Identify communications that require my direct involvement 6. Maintain a professional, warm, and polished communication style 7. Coordinate meetings and scheduling 8. Keep relevant conversations, deadlines, and follow-ups organized Some communications may involve senior contacts within galleries, brands, music, entertainment, or other creative industries, so strong professional writing skills are important. Business Operations & Systems 1. Audit existing administrative workflows and organizational systems 2. Identify inefficiencies, gaps, and opportunities to simplify recurring work 3. Create and maintain weekly operational checklists 4. Develop SOPs for recurring administrative processes 5. Maintain spreadsheets, trackers, and project information 6. Track commissions, client requests, project deadlines, meetings, and follow-ups 7. Create a centralized system for active priorities and outstanding tasks 8. Recommend practical improvements to organization and workflow 9. Help turn recurring tasks into clear, repeatable systems A major goal of this role is to reduce the amount of routine administrative work that requires my direct attention so I can spend more time creating art and developing larger creative opportunities. Digital File & Asset Organization I have a substantial and growing archive of artwork photography, video, press materials, project assets, presentation materials, and business documents. Responsibilities may include: 1. Auditing and reorganizing Google Drive 2. Creating a clear and scalable folder structure 3. Organizing photography and video assets 4. Establishing naming conventions 5. Organizing artwork imagery, installation images, press assets, collaboration materials, and other digital media 6. Maintaining easily accessible folders for frequently used materials such as bios, press, headshots, artwork imagery, logos, and statistics 7. Making recommendations for a more efficient long-term digital organization system Shipping Administration & Order Coordination This portion of the role is entirely remote and administrative. Responsibilities may include: 1. Creating shipping labels through Shippo 2. Organizing customer shipping information 3. Verifying addresses and order details 4. Maintaining shipment and tracking records 5. Coordinating shipping information with customers, printers, framers, carriers, and vendors 6. Following up on delivery status or routine shipment issues 7. Maintaining organized digital fulfillment records The freelancer will not be expected to physically package, transport, or handle artwork. Creative Proposals & Presentation Materials A meaningful part of the role will involve helping create polished digital materials for potential creative opportunities. This may include: 1. Creating visually sophisticated pitch decks and one-pagers 2. Developing digital presentations for galleries, brands, musicians, management teams, fashion partners, and other creative collaborators 3. Turning notes, images, and existing materials into polished presentations 4. Tailoring existing pitch materials for specific opportunities 5. Maintaining an organized library of current bios, press, statistics, collaboration examples, and imagery 6. Updating presentation materials as new projects and opportunities develop 7. Conducting online research relevant to prospective partnerships 8. Organizing follow-up information associated with pitches and proposals Strong visual judgment is important. I am looking for someone who understands clean presentation, hierarchy, typography, imagery, and restraint. Experience with Canva, Adobe Creative Suite, Figma, Keynote, PowerPoint, or similar presentation tools is preferred. Fine Art / Creative Industry Experience Experience within the fine art world is strongly preferred. Relevant backgrounds could include work with: - Professional artists or artist studios - Galleries - Art advisors - Museums or cultural organizations - Art fairs - Creative agencies - Luxury or fashion brands - Music or entertainment clients Familiarity with original artwork, editions, commissions, collectors, galleries, exhibitions, artwork documentation, certificates of authenticity, framing, or fine-art e-commerce is particularly valuable. Ideal Candidate You are: - Exceptionally organized and detail-oriented - An excellent written communicator - Professional and discreet - Comfortable communicating with high-level business and creative contacts - Proactive and systems-minded - Visually sophisticated - Strong at follow-through - Comfortable working independently - Able to distinguish between something you can handle confidently and something that should be escalated - Comfortable making thoughtful recommendations rather than waiting for detailed instructions - Interested in learning the business deeply and becoming increasingly autonomous with recurring responsibilities Helpful Tools & Experience Experience with several of the following is preferred: - Google Drive - Gmail - Google Calendar - Google Sheets - Microsoft Excel - Shippo - Squarespace - Canva - Adobe Creative Suite - PowerPoint or Keynote - Project management software - E-commerce administration - Art inventory or studio-management systems You do not need experience with every platform, but you should be comfortable learning new software quickly. Hours - Approximately 5–10 hours per week initially - Fully remote - Ongoing engagement - Potential for hours and responsibilities to grow over time When Applying, Please Include 1. A brief introduction and your relevant experience. 2. Any experience supporting professional artists, galleries, creative executives, or art businesses. 3. Your experience managing professional email and executive-level communications. 4. Examples of decks, presentations, or proposals you have created, if available. 5. Your experience organizing Google Drive, digital assets, or business systems. 6. An example of a workflow, SOP, or organizational system you improved for a previous client or employer. 7. Any experience with Shippo, e-commerce administration, or remote shipping coordination. 8. Your current availability for approximately 5–10 hours per week (to start, with room to expand hours). I’m looking for someone who can become a trusted remote operations and communications partner within a growing creative business, not simply complete isolated administrative tasks.