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Executive Assistant for a Media Production Company in the US (Home Based Part Time)

icon building Company : Virtual Coworker
icon briefcase Job Type : Part-Time
icon remote-alt Remote / Work from Home

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Job Description - Executive Assistant for a Media Production Company in the US (Home Based Part Time)


The Executive Assistant serves as the operational backbone of the company, ensuring that clients, projects, schedules, and internal systems remain organized and consistently moving forward. The role supports end-to-end business operations including lead management, client onboarding, scheduling, administration, finance support, and social media coordination.

The EA reports directly to the Founder & Creative Director and is responsible for maintaining structure, accuracy, and efficiency across all operational systems.

Core Responsibilities



Lead Management



• Creating lead records



• Updating lead information



• Tracking lead status



• Monitoring follow-up requirements



• Maintaining CRM accuracy (Wix CRM)







Calendar Management



• Scheduling consultations



• Scheduling onboarding meetings



• Scheduling shoot days



• Scheduling review meetings



• Managing calendar updates (Google Calendar)







Client Onboarding



• Creating client workspaces (Monday.com + Google Drive)



• Sending welcome emails



• Scheduling onboarding sessions



• Collecting brand assets



• Tracking onboarding completion







Administrative Support



• Updating Monday.com boards



• Updating Wix CRM



• Organizing Google Drive folders



• Managing internal tasks



• Supporting workflow execution across departments







Social Media Support (no content creation required)



• Scheduling approved content



• Updating content calendars



• Managing publishing schedules



• Supporting content approvals



• Ensuring content is queued and organized for posting







Financial Support



• Sending invoices (Wix CRM)



• Monitoring unpaid invoices



• Following up on unpaid invoices



• Escalating overdue invoices to Founder



• Supporting payment tracking and verification processes



Note: Bookkeeping is handled separately and is not part of this role.







Client Communication Support



• Appointment confirmations



• Reminder messages



• Scheduling communication



• Administrative updates to clients



Note: Sales consultations and strategy discussions are handled by the Founder.







Recurring Weekly Responsibilities







Every Monday



• Review all active clients



• Review onboarding pipeline



• Review scheduled shoots



• Review content production schedule



• Review team deadlines







Every Wednesday



• Audit Monday.com boards



• Verify task statuses are current



• Check client workspaces for completeness



• Follow up on outstanding action items







Every Friday



• Review next week’s calendar



• Review upcoming shoots



• Review onboarding meetings



• Review unpaid invoices



• Review content scheduling queue



• Verify client boards are current



• Send weekly summary update to Founder







Weekly Success Standard



All upcoming work is fully organized with no missed tasks across clients or internal operations.







Monthly Responsibilities







First Week of Month



• Review all active client boards



• Verify client folders are organized



• Review recurring client schedules



• Review upcoming campaigns







Mid-Month



• Audit client onboarding records



• Audit CRM accuracy



• Verify calendar accuracy



• Review overdue tasks







End of Month



• Review unpaid invoices



• Prepare outstanding invoice report



• Verify all scheduled content has been published



• Review client communication logs



• Prepare operational summary for Founder







Monthly Success Standard



All client systems remain accurate, organized, and prepared for the upcoming month.



Original job Executive Assistant for a Media Production Company in the US (Home Based Part Time) posted on GrabJobs ©. To flag any issues with this job please use the Report Job button on GrabJobs.
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