Personal & Operations Assistant for Creator Outreach and UGC Pipeline

Long-Term Personal & Operations Assistant for Creator Outreach and UGC Pipeline We are looking for an exceptional long-term assistant to work closely with me and help remove major operational work from my day-to-day life. This is not a simple admin role. This is not a one-time project. This is a long-term monthly role with a $700 base payment plus performance bonuses. Bonuses will be defined later for the right person who grows with us, performs well, and helps move the business forward. This is not a role based on fixed hours. We are looking for someone who can work based on goals, priorities, and business needs. Some days may require more follow-up, more communication, meetings, creator management, or ownership. We want someone who cares about the business personally, not someone who only waits for tasks. I am looking for someone sharp, fast, organized, responsible, proactive, and serious about growing into an important role inside the business. The first main responsibility will be managing our creator outreach and UGC operations pipeline. About the business We create personalized emotional songs as gifts for birthdays, anniversaries, family moments, and special surprises. We work with Israeli content creators who film emotional videos, for example surprising their mom, partner, grandparents, or family member with a custom song. Your first mission You will help us find, contact, close, and manage Israeli Hebrew-speaking content creators. You will be responsible for moving creators through the full process. You will work on: 1. Finding creators on Facebook groups 2. Sending outreach messages using our templates 3. Following up consistently 4. Moving interested creators to WhatsApp 5. Explaining the collaboration 6. Scheduling calls or meetings with interested creators 7. Speaking with creators when needed and helping move them forward 8. Confirming price, deliverables, and receipt requirements 9. Tracking every creator in Google Sheets 10. Collecting personal details for the custom song 11. Creating clear Google Docs briefs for creators 12. Coordinating with our internal team 13. Making sure creators send the required video materials 14. Following up until the final edited video is posted on Instagram Reels and TikTok 15. Updating the pipeline after every message, call, meeting, or important step 16. Sending clear daily reports with progress, numbers, problems, and next steps The standard creator deal Creators are usually paid 250 to 300 ILS per video. They need to provide: 1. One raw video cut, without editing 2. Two additional hooks / opening lines 3. Posting of the final edited video on both Instagram Reels and TikTok 4. A receipt for payment Important Most creators are Israeli and speak Hebrew. You do not need to be fluent in Hebrew, but you must be comfortable working with Hebrew message templates, translation tools, Google Sheets, Google Docs, Facebook, WhatsApp, and creator communication. You must also be comfortable scheduling and managing creator calls or meetings when needed. We will provide the workflow, scripts, templates, examples, and SOPs. Long-term growth If you do well, this role will grow beyond creator outreach. The goal is for you to become my long-term personal and operational assistant, help me replace more of my own day-to-day tasks, and become a reliable part of the journey as the business grows. This role is for someone who wants responsibility, ownership, and growth. We are looking for a long-term partner in the journey, not just a task executor. You must be: 1. Extremely organized 2. Fast with follow-ups 3. Strong in written communication 4. Comfortable managing many people at once 5. Comfortable communicating with creators 6. Comfortable scheduling and managing calls or meetings 7. Comfortable with Google Sheets and Google Docs 8. Able to follow SOPs 9. Able to take ownership 10. Proactive and results-driven 11. Detail-oriented 12. Reliable 13. Hungry to grow 14. Not lazy 15. Not someone who waits for instructions on every small step 16. Someone who genuinely cares about doing excellent work Please do not apply if you are only looking for simple admin work, easy data entry, fixed-hour tasks, or small random tasks. This role is for someone excellent. We care about results: 1. How many creators you find 2. How many creators reply 3. How many creators move to WhatsApp 4. How many creator calls or meetings are scheduled 5. How many creators are closed 6. How many briefs are completed 7. How many videos are received 8. How many videos are posted 9. How well you keep the pipeline updated 10. How much work you can remove from my day-to-day responsibilities over time Requirements 1. Experience with outreach, lead generation, influencer outreach, UGC creator outreach, or VA operations 2. Strong English 3. Strong organization skills 4. Experience with Google Sheets 5. Experience with Google Docs 6. Comfortable using Facebook and WhatsApp 7. Comfortable scheduling and managing calls or meetings 8. Fast response time 9. Ability to report clearly every day 10. Ability to work with weekly targets 11. Ability to work based on goals and priorities Bonus if you have: 1. Experience working with influencers or UGC creators 2. Experience writing briefs 3. Experience as a personal assistant or operations assistant 4. Experience managing creative production 5. Experience with social media content Important requirement You must send a short video of yourself in English. In the video, please say: 1. Your full name 2. Your country 3. Today’s date 4. What relevant experience you have 5. What tools you use 6. What kind of outreach, operations, or assistant work you have done before 7. Why you think you are a good fit for this role The video should be 60 to 90 seconds. This is mandatory. Applications without this video will be ignored. Screening task Relevant candidates will be asked to complete a short mandatory screening task before moving forward. For the screening task, please attach a sample Google Sheets pipeline that you would use to manage our Israeli content creator outreach and UGC process. The sheet should show how you would organize and track creators from the first outreach message until the final video is posted. The goal is not to contact real creators for this task. The goal is to see how you think, how organized you are, how you manage follow-ups, how you structure a pipeline, and how you make sure no creator gets forgotten. Your creator pipeline sheet should include columns such as: 1. Creator name 2. Creator profile link 3. Platform 4. Source of lead 5. Current status 6. Date first contacted 7. Last follow-up date 8. Next follow-up date 9. Moved to WhatsApp 10. Call or meeting scheduled 11. Call or meeting completed 12. Price agreed 13. Deliverables agreed 14. Receipt requirement confirmed 15. Personal song details collected 16. Google Docs brief link 17. Brief completed 18. Video materials received 19. Raw video received 20. Two hooks received 21. Final edited video ready 22. Posted on Instagram Reels 23. Instagram post link 24. Posted on TikTok 25. TikTok post link 26. Payment status 27. Receipt received 28. Notes 29. Problems or blockers 30. Next action You can add more columns if you think they are important. The task is mandatory before moving forward. Candidates who are not willing to complete the screening task will not move forward. How to apply Please do not send a generic copy-paste application. Start your application with: “Creator Pipeline” Then answer these questions: 1. Have you done creator outreach, influencer outreach, or lead generation before? 2. What tools have you used to track leads, outreach, or pipelines? 3. Are you comfortable working with Hebrew templates using translation tools? 4. Are you comfortable scheduling and managing calls or meetings with creators? 5. How would you make sure no creator is forgotten? 6. What would you include in a daily report for this role? 7. Are you comfortable working with weekly targets? 8. Are you interested in growing into a long-term personal and operational assistant role with more responsibilities over time? 9. What is your availability? 10. What is your expected monthly base payment? 11. Please attach a sample Google Sheets pipeline for managing creator outreach and explain briefly how you would use it. Also attach your short English video introduction. Generic applications will be ignored. Applications without the video will be ignored. Applications without the sample pipeline task will be ignored. Budget $700 monthly base payment plus performance bonuses. Bonuses will be defined later for the right person who grows with us, performs well, and helps move the business forward. This is a long-term monthly role, not a one-time project. Project Type Ongoing long-term role Experience Level Intermediate Skills and Expertise 1. Virtual Assistance 2. Lead Generation 3. Influencer Outreach 4. UGC Creator Outreach 5. Operations 6. Google Sheets 7. Google Docs 8. Facebook 9. WhatsApp 10. Written Communication 11. Project Management 12. Social Media Management 13. Communication 14. Appointment Scheduling 15. Personal Assistance