Part Time Executive Assistant to the COO

The Executive Assistant (EA) to the COO plays a vital role in supporting the operational and organizational flow of Wayne Media. This position is focused on streamlining administrative systems, ensuring consistent task accountability across departments, and protecting the COO’s time and focus. This role is ideal for someone who thrives in a fast-paced, detail-oriented environment, and has the confidence to manage recurring workflows with minimal supervision. About Wayne Media Group Wayne Media Group's purpose is to build people and build companies. Our main verticals are Web, Video, Creative, Podcasting and Consulting. Our core values are: Extreme Ownership, Treat Others Well, Do What You Say, Be Open and Honest, and Adapt to Advance. Description Leadership Creed: At Wayne Media, we lead by two pillars: family over business and employees come first. We believe the most important work happens at home, and when our team is supported, they show up stronger for our clients. Leadership means protecting these priorities, living them out daily, and setting the standard for how we work and grow together. Core Values: Extreme Ownership- Everyone leads. All leaders are responsible for what goes on within their department. Treat Others Well- Treat everyone how you’d want to be treated (Luke 6:31) Do What You Say- Trust is built through action, not just words. Be Open and Honest: We speak truthfully, listen openly, and build trust through clear, respectful communication. Adapt to Advance: We don’t resist change, we innovate through it. Key Responsibilities: Operations & Administrative Support Maintain organized digital and physical files for the COO Scan, organize, and archive key operational documents Coordinate occasional errands (printing, mailing, supply pickup, etc.) Support internal documentation workflows using ClickUp and Google Workspace Answer company phone calls, direct inquiries appropriately, or take detailed messages Schedule internal and external meetings as directed by the COO Provide calendar management support as needed, ensuring the COO’s schedule reflects current priorities and meetings are efficiently organized Invoicing & Finance Support Assist with client invoicing and AR tracking in QuickBooks Send invoice reminders to clients whose invoices are overdue Provide weekly AR and P&L updates to COO and/or CEO Deposit incoming checks Support light budget tracking for department expenses and purchases Project Management Support Build and update tasks, projects and templates in ClickUp (or other PM software) based on COO direction Track deadlines, task statuses, and operational priorities across departments Follow up internally to ensure action items are completed and documented Help maintain visibility and accountability around key operational initiatives Onboarding & Team Assistance Support onboarding and training of new hires by assisting with welcome materials, access setup, and interview scheduling. Provide support to team members and clients by addressing administrative needs and resolving issues with professionalism and urgency. Assist with internal communication and cross-department follow-up on tasks as needed. Other Duties Perform any and all duties assigned by the COO. Required Skills Excellent written and verbal communication Strong organizational skills and attention to detail Proficiency in cloud-based tools (Google Drive, ClickUp, etc.) Ability to track, manage, and follow up on recurring tasks Preferred Skills Light finance/accounting experience (AR, invoicing, budget tracking) Understanding of EOS (Rocks, Scorecards, IDS) Familiarity with supporting C-level executives Key Attributes Highly Organized – Manages multiple workflows without letting anything fall through Proactive – Takes initiative to solve problems and anticipate executive needs Professional & Personable – Represents the COO and company with maturity and discretion Flexible – Adapts to changing priorities and thrives in a high-paced environment Trustworthy – Handles sensitive information with care and confidentiality Salary $21 - $26 per hour