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

Virtual AssistantThe 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 ManagementCalendar ManagementClient OnboardingAdministrative SupportSocial Media SupportFinancial SupportClient Communication SupportRecurring Weekly Responsibilities:Every Monday: Review all active clients, review onboarding pipeline, review scheduled shoots, review content production schedule, review team deadlinesEvery Wednesday: Audit Monday.com boards, verify task statuses are current, check client workspaces for completeness, follow up on outstanding action itemsEvery 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 FounderWeekly 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 campaignsMid-Month: Audit client onboarding records, audit CRM accuracy, verify calendar accuracy, review overdue tasksEnd of Month: Review unpaid invoices, prepare outstanding invoice report, verify all scheduled content has been published, review client communication logs, prepare operational summary for FounderMonthly Success Standard: All client systems remain accurate, organized, and prepared for the upcoming month.Must Haves:13 years of Executive Assistant or Virtual Assistant experienceStrong administrative and data entry skillsExceptional attention to detailExperience with coordination, scheduling, and follow-upsStrong organizational and problem-solving mindsetProactive and anticipatory work styleExperience with Monday.comExperience with Wix CRM and automations (lead follow-up workflows preferred)Familiarity with social media platforms and content scheduling toolsAbility to manage multiple systems and workflows across platformsTools & Systems Used:Monday.com project management, SOPs, client boards, internal operationsWix CRM leads, clients, invoices, contractsGoogle Drive file storage, client assets, documentationGoogle Calendar scheduling and time managementChatGPT administrative support, documentation, workflow assistanceHome Office Requirements:Perfectly working headset and webcamStable internet connection of at least 25 Mbps ~ 50 MbpsUp to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or laterQuiet room with no distractions or background noisesA backup plan if the power goes out or if your internet connection becomes unstable during your shiftOnly applicants meeting the strict criteria above will be contacted.