Job Description:
This role is perfect for someone who is passionate about creativity, organization, customer service, and learning new technology, including AI tools. The successful candidate will not simply wait for instructions they will take ownership, identify opportunities for improvement, and help create a joyful and seamless experience for clients and the team.

Key Responsibilities:
1. Admin & Operations
• Respond to event inquiries and customer messages in a warm and professional manner.
• Confirm bookings and manage the event calendar.
• Prepare and send invoices, contracts, and follow-up communications.
• Track attendance, deposits, and payments.
• Order and track art supplies and other event materials.
• Keep administrative records and information organized and up to date.

2. Scheduling & Event Coordination
• Coordinate instructor schedules for in-studio and mobile events.
• Reserve studio time slots and coordinate mobile event logistics.
• Sync Google Calendar, HoneyBook, and email reminders.
• Ensure every event has assigned staff, necessary supplies, and appropriate preparation.
• Quickly adapt to last-minute event changes and scheduling needs.

3. Hiring & Onboarding
• Post job listings for artists, instructors, and studio assistants.
• Screen resumes and coordinate candidate interviews.
• Manage onboarding documents and systems.
• Help create and maintain SOPs and internal onboarding materials.
• Support new team members as they learn company systems and processes.

4. Software & Systems Management
• Learn and become proficient in key platforms such as HoneyBook, Canva, Google Workspace, Instagram, and other company tools.
• Help organize and improve digital systems, workflows, and templates.
• Create and update digital SOPs.
• Help train new team members on company systems and processes.
• Stay curious about emerging AI tools and identify ways AI can improve productivity, organization, and business operations.

5. Social Media & Content
• Design and schedule social media content using Canva Pro and scheduling tools such as Later or Planoly.
• Curate content for Instagram, Facebook, and newsletters.
• Collect, organize, and maintain event photos and creative assets.
• Respond to social media DMs and comments.
• Help maintain a consistent and engaging brand presence.

6. Sales & Revenue Growth
• Identify opportunities for additional revenue, such as birthday packages, corporate add-ons, and upsells.
• Create packages, promotional materials, and pricing sheets.
• Monitor event trends and suggest new class or event themes.
• Research and reach out to businesses for potential partnerships and team-building bookings.
• Support initiatives designed to increase bookings and strengthen customer relationships.

7. Customer Experience & Community
• Follow up with clients after events with thank-you messages and review requests.
• Collect testimonials and client feedback.
• Build positive relationships with repeat clients.
• Help plan and launch community-focused events, promotions, and initiatives.
• Contribute to the welcoming, creative, and joyful experience Raw Canvas is known for.

What We're Looking For:
The ideal candidate is:
• Exceptionally organized and detail-oriented
• A strong communicator who is warm, professional, and responsive
• Proactive and solution-oriented, rather than waiting to be told what to do
• Creative and brand-aware
• Flexible and comfortable adapting to changing event needs
• Passionate about art, creativity, and community
• Comfortable learning and using new software and technology
• Interested in AI tools and how they can improve business operations
• Able to manage multiple priorities while maintaining accuracy
• Reliable, resourceful, and capable of working independently
• Comfortable communicating with customers, instructors, vendors, and team members

Preferred Skills & Tools:
Experience with any of the following is a plus:
• HoneyBook
• Canva Pro
• Google Workspace
• Google Calendar
• Instagram
• Facebook
• Later or Planoly
• Email marketing/newsletter platforms
• AI tools, including ChatGPT and other productivity tools
• Event management or scheduling platforms
• Customer relationship management systems

Experience in arts, events, creative businesses, community programs, or customer experience is highly valued.

Schedule:
• 20 hours per week
• Must be able to coordinate with the client and support events based on business needs
• Client operates in MST (Mountain Standard Time)
• Communication

The primary communication methods are:
• WhatsApp
• Phone calls

The VA should be responsive and comfortable communicating quickly when event-related changes or urgent needs arise.

What Success Looks Like:
• Someone who understands the brand, takes initiative, anticipates needs, and contributes to the overall success of the business.
• The VA should help free up creative and leadership bandwidth by proactively managing administrative tasks, event coordination, customer communication, systems, and other operational responsibilities.
• Success means the business runs more smoothly behind the scenes, customers receive excellent support, events are well organized, systems remain updated, and the team has more time to focus on creativity, growth, and community.

Benefits:
• Paid 30 business days of training + completion bonus
• Work-from-home opportunity
• Yearly anniversary bonus
• 9th month and performance bonuses
• Emergency Support Program
• Birthday vacation bonus
• Access to continuous training resources
• Supportive and high-performing VA community
• Weekly payments
• PhilHealth reimbursement or HMO option

Why Join us?

Join Phyllis Song Virtual Dream Team and be part of a creative, growth-driven environment where your ideas help brands connect, engage, and make an impact. We empower our team with opportunities to grow their skills while creating meaningful digital experiences for clients worldwide.