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

Originally posted on Himalayas

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