Client & Fulfillment Coordinator / Virtual Assistant

Client & Fulfillment Coordinator / Virtual Assistant

Jeremy Daly Photography

We’re not looking for someone who simply wants another virtual assistant job.
We’re looking for someone who wants to become an important part of a growing wedding photography and filmmaking business and help keep the entire client journey organized—from the moment a new inquiry comes in to the moment the couple receives their finished wedding photos and film.
Jeremy’s strengths are sales calls, client relationships, photography, filmmaking, creative direction, and growing the business.
Your job is to help protect Jeremy’s time.
That means keeping our CRM organized, responding to leads and clients, booking meetings, checking our fulfillment calendar, communicating with photo and video editors, following up on outstanding work, and making sure nothing falls through the cracks.
If you love organization, checking things off, following up with people, and creating order from chaos, you may be a great fit.
This is intended to become a long-term role.
POSITION OVERVIEW
Your primary responsibility is making sure leads, clients, weddings, editors, and deliverables keep moving forward without Jeremy needing to personally check everything.
You will work primarily inside:
GoHighLevel
Gmail
Google Calendar
Google Drive
Our fulfillment/project management systems
ChatGPT and other AI tools
Training and SOPs will be provided.
1. Lead & CRM Management
You will help manage incoming wedding inquiries inside GoHighLevel.
Responsibilities may include:
Checking new leads
Making sure every lead has received a response
Following up with leads who haven't booked a meeting
Updating pipeline stages
Keeping contact information accurate
Adding notes to client records
Making sure opportunities never disappear or get forgotten
Booking qualified prospects onto Jeremy’s Zoom calendar
The goal: Jeremy opens his calendar and has qualified sales meetings waiting for him.
2. Inbox & Client Communication
You will help manage routine client communication.
You should be comfortable:
Replying to straightforward questions using our templates and SOPs
Following up when information is missing
Sending scheduling links
Confirming meetings
Requesting questionnaires, timelines, or other information
Following up on invoices or administrative items when appropriate
You are not expected to guess when something is outside your authority.
If a client asks something outside your scope:
CC Jeremy, summarize the question clearly, and flag exactly what decision you need from him.
The goal is not to eliminate Jeremy from communication.
The goal is to eliminate the 80% of communication that does not require Jeremy.
3. Fulfillment Management
This is one of the most important parts of the role.
After a wedding, you will help make sure every project moves through fulfillment properly.
You may:
Check the fulfillment calendar daily
Confirm files have been uploaded
Confirm editors have received projects
Follow up with photo editors
Follow up with video editors
Track expected completion dates
Flag projects that are falling behind
Confirm completed work has been returned
Move projects into the correct stage
Keep Google Drive folders organized
Make sure final deliveries are not forgotten
You should be comfortable politely following up with people.
If an editor says something will be finished Thursday and Thursday passes, you should naturally think:
“I need to check on this.”
4. Calendar & Meeting Management
Jeremy loves getting on Zoom with couples.
He does not love coordinating all the logistics around getting people onto Zoom.
You will help:
Schedule consultations
Reschedule calls
Confirm appointments
Send reminders
Fill cancellations when possible
Keep the calendar organized
Make sure Jeremy knows who he is meeting and why
5. Administrative Support
Depending on the week, you may also:
Organize Google Drive
Update SOPs
Create checklists
Enter information into GoHighLevel
Organize wedding timelines
Collect missing client information



Later in the role it can expand into and more hours into:

Everything I would eventually let this person help with
Area
What the VA can own
Lead management
Check every new inquiry, tag/source leads, update GHL stages, make sure nobody is forgotten, send initial responses, follow-up sequences, revive cold leads
Appointment setting
Text/email prospects, offer times, send Zoom links, confirm calls, reschedule, reduce no-shows, fill your calendar
Sales preparation
Prepare lead notes before Zoom, wedding date/location/package interests, previous communication, budget clues, questions to ask
Post-Zoom follow-up
Send proposal/quote links, follow up on und ---------- couples, answer standard questions, remind you when a personal sales touch is needed
CRM ownership
Make GHL accurate enough that you can open it and instantly understand the health of the business
Inbox shield
Read/triage routine business email, answer SOP questions, draft harder replies, CC you only when your judgment is required
Client onboarding
Contracts, deposits, questionnaires, folders, contact info, wedding dates, package details, onboarding emails
Client success
Check upcoming weddings, missing timelines, questionnaires, location details, family-photo lists, schedule information
Wedding-week prep
Give you a concise wedding brief instead of making you hunt through 30 emails the night before
Fulfillment manager
Track every wedding after it is shot through backup → editing → review → delivery
Photo editor management
Assign galleries, confirm receipt, track deadlines, chase late projects, collect revisions
Video editor management
Upload/confirm footage, communicate instructions, track first cuts, revisions and final films
Delivery control
Check what is due this week and next week, prevent overdue galleries/films before they become emergencies
Google Drive organization
Folder naming, uploads, permissions, editor folders, archive structure, keeping files from becoming chaos
Social-content pipeline
Once weddings are delivered, move them into the content stage, prepare selects/folders for reels, carousels, blogs, BTS and YouTube
Content assistant
Pull client testimonials, organize before/after material, find portfolio candidates, maintain content backlog
Website administration
Update portfolio pieces, testimonials, FAQs, pricing details and basic Base44 content after you approve changes
Meta Ads administration
Upload creatives, organize campaigns, update lead tracking, export numbers, prepare reporting; you keep strategy initially
Marketing reporting
Give you CAC, leads, calls booked, show rate, closes, average sale and source every week
Referral/review system
Ask delivered couples for Google reviews, testimonials, vendor tags and referrals at the appropriate time
Vendor relationships
Maintain venue/planner/vendor database, send galleries, collect contact details, organize future collaborations
Quote administration
Prepare your standard packages and proposal templates so you aren't rebuilding every quote from scratch
Invoice chasing
Friendly reminders for upcoming/late payments and escalation to you when something unusual occurs
Bookkeeping preparation
Organize receipts, invoices, expense documentation and records for your bookkeeper/accountant; not make tax decisions
Financial dashboard admin
Update your cash collected, receivables, upcoming expenses and obligations so you can make decisions from one dashboard
SOP builder
Every time you teach them something twice, they document it into an SOP so you don't teach it a third time
Automation spotter
Notice repetitive tasks that GHL/Zapier/Make/AI can eventually eliminate
Contractor coordinator
Editors, second shooters, videographers, assistants—availability, assignments, deadlines and payments for approval
Hiring administration
Post jobs, collect applications, screen obvious mismatches, organize auditions and schedule interviews
Calendar management
Protect focus blocks, Zoom calls, weddings, shoots, appointments and personal commitments
Weekly planning
Turn the giant blob of “shit Jeremy has to do” into priorities, delegated items and decisions
Daily briefing
Give you one concise morning message: calls today, urgent clients, money issues, overdue fulfillment, decisions needed
End-of-day clearing
Capture loose ends from you so you don't lie in bed remembering random unfinished tasks
Travel admin
Research flights/hotels/coworking, build itineraries, organize confirmation numbers and destination-shoot logistics
Destination wedding admin
Travel requirements, hotel blocks, timelines, vendor contacts, airport transfers and production logistics




















Networking admin
Find relevant founder events, photography events and communities, register you, add them to your calendar and prepare details








New venture research support
Organize competitor research, leads, notes and tasks for future projects without allowing them to derail the core wedding business








Accountability
Politely chase you when the bottleneck is Jeremy: “I need your approval on these three items by 3 PM.”