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

Category: Entertainment Industry

Location: Denver Colorado United States

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.

Details