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Projects & Content Operations Assistant

🆔 Job ID: GABDEE1
🏢 Industry: Digital Media, Content Creation, and Online Education
🌎 Location: LATAM / PH / South Africa
🕒 Job Status: Part Time Contractor (15 to 20 hours a week)
⏰ Work Schedule: Flexible Monday through Friday distributed across mornings and afternoons (EST)
💰 Salary: $8-$15/hour
🚀 Target Start Date: ASAP

Role Overview

About the Client:

The client is a well-established digital content creator and entrepreneur with over six years of experience building a personal brand and digital product ecosystem. Their business focuses on travel, digital nomad resources, and educational content, supported by a growing portfolio that includes newsletters, e-books, courses, a SaaS startup, and brand collaborations. The team operates in a fast-paced, highly asynchronous environment, leveraging tools like Notion, Canva, and Google Workspace to manage operations, content, and strategic growth initiatives.

About the Role:

The Projects & Content Assistant supports the content execution engine for Packs Light. This role exists to help turn raw ideas, footage, voice memos, trends, past content, and brand priorities into consistent, polished, on-brand content across platforms.

This person is not just a task-doer. They are expected to develop strong familiarity with Gabby’s voice, taste, visual style, audience, and content strategy so they can help reduce the amount of day-to-day content management Gabby has to personally handle.

The ideal person is detail-oriented, proactive, organized, taste-aware, and comfortable asking clarifying questions. They should be able to study existing content, identify patterns, and make thoughtful recommendations without needing every single step spelled out repeatedly.

The goal of this role is simple:

Gabby should be able to film, send raw materials, give a reference or direction, and trust that the assistant can help move the content forward accurately, quickly, and on-brand.

Core Outcomes

This person is responsible for helping Packs Light maintain:

• A consistent content calendar across platforms
• A steady pipeline of edited short-form videos
• On-brand captions, graphics, newsletters, and content drafts
• A 2–3 month rolling content calendar
• Organized content systems inside Rella, Notion, Canva, Google Drive, and ConvertKit
• Proactive support around content ideas, repost opportunities, deadlines, and admin tasks

What Success Looks Like

A successful Projects & Content Assistant:

• Understands Gabby’s content style and can apply it without needing constant reminders
• Uses existing brand fonts, colors, templates, tone, and examples before making creative choices
• Catches obvious quality issues before sending work for review
• Asks clarifying questions before starting unclear tasks
• Sends work with context, notes, and recommendations instead of only saying “done”
• Brings ideas to the table regularly
• Notices gaps in the content calendar and suggests ways to fill them
• Flags off-brand content, weak ideas, or unclear priorities before they become bigger problems
• Follows instructions carefully and does not overcomplicate simple tasks
• Helps Gabby make fewer decisions, not more

Required Traits

Strong Attention to Detail

This person must be able to catch small but important issues before submitting work, including:

• Incorrect fonts
• Off-brand colors
• Spelling or grammar mistakes
• Awkward video pacing
• Poor music choices
• Black space at the end of videos
• Audio extending past visuals
• Captions that are difficult to read
• Incorrect platform dimensions
• Missing tags, links, or scheduling details
• Inconsistent formatting in Notion, Rella, Canva, or ConvertKit

The expectation is not perfection, but the assistant should self-review work before sending it to Gabby.

Taste & Brand Alignment

This person must be able to study Gabby’s existing content and make choices that feel aligned with the Packs Light brand.

They should be able to recognize:

• What fonts Gabby uses
• What design styles feel too childish, corporate, cluttered, or off-brand
• What types of captions sound like Gabby
• What edits feel polished versus rushed
• What music fits a topic or mood
• What content feels evergreen versus dated
• What types of posts are worth reposting, remaking, or skipping

Creative choices should be based on existing brand references, not random personal preference.

Initiative & Managing Up

This role requires someone who can actively help move projects forward.

They should regularly say things like:

• “I noticed the content calendar is light next month. Here are 5 ideas we could schedule.”
• “This video could be repurposed for TikTok and YouTube Shorts with small edits.”
• “This caption does not sound like your usual voice, so I revised it.”
• “I am not sure whether you want this downloaded yet or just linked for review. Can you confirm before I proceed?”
• “This trend feels aligned because it connects to your working smarter/not harder pillar.”
• “This video is timely and may not work as evergreen content later.”
• “I found 3 high-performing posts we could remake this month.”

The assistant should not wait for Gabby to notice every gap, issue, or next step.

Communication & Clarifying Questions

This person must be comfortable asking questions before wasting time on the wrong task.

When something is unclear, they should ask:

• What is the goal of this task?
• Should I send links first or download everything?
• Is this meant to be reposted as-is or remade?
• Which platform is this for?
• Should I follow this reference exactly or just use it as inspiration?
• Should the caption stay close to the original or be rewritten?
• Is this content evergreen, timely, sponsored, or part of a series?

“Noted” is not enough. The expectation is that feedback turns into changed behavior.

Judgment

This person should be able to make thoughtful decisions and explain their reasoning.

Good judgment in this role means:

• Not spending extra hours on work that was not requested
• Not making major creative changes without a reason
• Not using fonts, templates, songs, or captions that do not match the brand
• Knowing when to ask for approval before proceeding
• Knowing when something is too dated to repost
• Knowing when content needs a light caption edit versus a full remake
• Knowing when a task needs speed versus polish
• Knowing when a partner deliverable should be prioritized over evergreen content

Core Responsibilities

Video & Editing

• Edit short-form videos in CapCut for Instagram Reels, TikTok, and YouTube Shorts
• Follow Gabby’s established editing style for each series
• Study existing Packs Light videos to understand pacing, fonts, text placement, hooks, captions, music, and visual rhythm
• Recreate reference videos using Gabby’s footage and brand style
• Clip together raw footage quickly and cleanly when needed
• Format videos properly for each platform
• Add captions, text overlays, music, cuts, and transitions where appropriate
• Check all videos for quality-control issues before sending for review
• Flag if a video feels off-brand, unclear, weak, or misaligned before uploading
• Maintain a library of reusable editing references and examples

Video Quality-Control Checklist

Before sending any video to Gabby, confirm:

• Correct dimensions for platform
• No black screen or dead space at the end
• Audio does not extend past the video
• Music fits the topic and tone
• Captions are readable
• Font matches the brand kit or approved reference
• Text placement does not cover important visuals
• No spelling or grammar errors
• Cuts feel intentional
• Hook is clear
• Ending does not feel abrupt unless stylistically intentional
• File is exported correctly
• Video matches the reference or brief

Content Scheduling & Calendar

• Upload finalized content into Rella with captions, scheduling details, tags, and platform notes
• Maintain a 2–3 month rolling content calendar
• Help plan monthly and quarterly content calendars with the team
• Coordinate with Phe when brand partnership content needs to be worked into the calendar
• Track important campaign dates, travel dates, launches, and content deadlines
• Notice gaps in the calendar and suggest content to fill them
• Organize evergreen content, timely content, brand content, and repost opportunities
• Make sure content is not accidentally scheduled during conflicting exclusivity windows

Content Strategy Support

• Audit past content regularly to identify high-performing videos worth reposting or remaking
• Identify evergreen content that can be recycled into the schedule
• Distinguish between content that can be reposted as-is, lightly edited, fully remade, or retired
• Track trends that align with Gabby’s pillars and audience
• Bring series ideas to Gabby with clear reasoning
• Suggest content based on current travel, upcoming launches, brand goals, and audience interests
• Provide thoughtful on-brand/off-brand feedback
• Help connect social content to newsletters, blog posts, offers, products, and campaigns
• Review performance patterns and suggest improvements

Graphics & Visual Assets

• Create Canva graphics optimized for Instagram, TikTok, YouTube, Pinterest, newsletters, and other relevant platforms
• Use approved brand fonts, colors, templates, and layouts
• Create quote graphics, carousel slides, promo graphics, newsletter graphics, and social assets
• Handle SeekPTO social graphics as needed
• Keep graphics clean, polished, readable, and consistent with the appropriate brand
• Avoid using random fonts, colors, or templates that do not match the existing brand system
• Organize Canva files clearly and reuse approved templates where possible

Writing & Copy

• Draft captions for social posts in Gabby’s voice
• Adapt captions by platform when needed
• Draft and schedule the Packs Light end-of-month newsletter
• Turn voice memos into ConvertKit email drafts, captions, newsletter sections, or content outlines
• Draft miscellaneous email blasts, including podcast launches, gift guides, product launches, event recaps, and announcements
• Keep copy clear, direct, polished, and aligned with Gabby’s tone
• Avoid captions that feel generic, overly corporate, overly emoji-heavy, or off-brand
• Maintain a reference bank of strong captions, hooks, CTAs, and recurring phrases

Admin & Operational Support

• Respond to partner or collaborator inquiries when Gabby is OOO
• Create and maintain Google Calendar events
• Update Past Brand Partnerships list in Notion
• Update the Exclusivity Calendar in Notion
• Add press mentions to the Press Page and Notion
• Submit invoices for brand partnerships
• Follow up on outstanding emails or unpaid invoices
• Refresh outdated blog or website content as needed
• Assist with onboarding new hires, including SOPs and training documentation
• Track team deliverable deadlines
• Organize project materials in Google Drive, Notion, Rella, Canva, and ConvertKit
• Run quarterly social metric reports and suggest improvements

Weekly Expectations

Each week, the assistant should be prepared to provide:

• Completed assigned edits, captions, graphics, or scheduling tasks
• A brief update on what was completed
• Any blockers or questions
• At least 3 proactive content ideas, repost suggestions, or calendar recommendations
• Any content gaps they noticed
• Any upcoming deadlines that need Gabby’s attention

Communication Expectations

The assistant should communicate clearly and proactively.

When sending work, include:

• What was completed
• What reference or instructions were followed
• Any creative decisions made
• Any questions or uncertainties
• What the recommended next step is

Example:

“Here is the first draft of the Cannes recap Reel. I followed the pacing from the reference you sent and used the approved classic font from the Canva brand kit. I am unsure if the music feels elevated enough, so I included one alternate option. I also noticed this could be cut into a shorter TikTok version if you want.”

Not a Fit If

This role is likely not a fit for someone who:

• Needs every step spelled out repeatedly
• Does not ask clarifying questions
• Sends work without self-reviewing
• Uses random fonts, templates, songs, or captions without checking the brand style
• Does not notice obvious quality-control issues
• Waits to be told every next step
• Cannot explain their creative choices
• Struggles to distinguish evergreen content from timely content
• Overcomplicates simple assignments
• Takes feedback but does not change behavior
• Only wants to execute tasks and not think strategically

Best-Fit Candidate

The best person for this role is someone who is organized, thoughtful, and creatively observant. They may not be the most advanced video editor yet, but they have strong taste, strong judgment, strong attention to detail, and a genuine desire to understand the brand deeply.

They are the kind of person who studies examples, notices patterns, asks smart questions, and improves quickly.

They make Gabby feel like:

“I can hand this off, and it will come back 80% there or better.”

This role is for someone who can reduce Gabby’s mental load, not someone who needs Gabby to project-manage every detail.