• Job Description

  Req#: 147741000082025355
  Job Description
  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.
  
  Skill Set
  • 1-3 years of Executive Assistant or Virtual Assistant experience • Strong administrative and data entry skills • Exceptional attention to detail • Experience with coordination, scheduling, and follow-ups • Strong organizational and problem-solving mindset • Proactive and anticipatory work style • Experience with Monday.com • Experience with Wix CRM and automations (lead follow-up workflows preferred) • Familiarity with social media platforms and content scheduling tools • Ability to manage multiple systems and workflows across platforms Tools & Systems Used • Monday.com - project management, SOPs, client boards, internal operations • Wix CRM - leads, clients, invoices, contracts • Google Drive - file storage, client assets, documentation • Google Calendar - scheduling and time management • ChatGPT - administrative support, documentation, workflow assistance

• About the company

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