--About the Role
We’re looking for an exceptionally organized, resourceful, professional, and driven Executive Assistant & Project Manager to help manage both the day-to-day details and the bigger ideas, opportunities, and projects we’re building.
This is not just a traditional assistant role.
Yes, you’ll help with scheduling, appointments, travel, errands, research, communication, and keeping life organized—but a major part of this position is project management, business development, partnerships, and execution.
We operate in a fast-paced digital media and entertainment environment with multiple projects happening at once, including content, brand partnerships, products, events, collaborations, business opportunities, and new ideas.
We need someone who can hear:
“We should do this…”
…and immediately begin figuring out how to turn it into:
“It’s done.”
The right person will serve as an extension of the team—helping protect time, organize priorities, manage communication, coordinate projects, analyze information, prepare pitches and presentations, and make sure important opportunities and responsibilities never fall through the cracks.
What You’ll Do
You’ll work closely with our Production team to manage a combination of executive responsibilities, personal responsibilities, business operations, partnerships, and creative projects.
--Executive & Personal Assistance
Responsibilities may include:
- Managing calendars, appointments, meetings, and important deadlines
- Coordinating travel arrangements, itineraries, reservations, and logistics
- Making calls and scheduling meetings
- Handling errands, returns, purchases, appointments, and research
- Organizing personal and professional priorities
- Preparing for meetings with relevant information, documents, talking points, and updates
- Managing reminders and important follow-ups
- Drafting professional emails and correspondence
- Helping organize documents, files, spreadsheets, presentations, and information
- Taking detailed meeting notes and immediately turning conversations into clear action items
- Anticipating what needs to happen before being asked
- Handling confidential personal and business information with discretion
The goal is not simply to respond to requests.
The goal is to anticipate what needs to happen next and take ownership of making it happen.
--Project Management:
A major part of this position will be helping own and manage projects from idea through completion.
We have a lot of ideas, opportunities, partnerships, products, events, and creative projects happening simultaneously.
You may be responsible for:
- Turning ideas into organized project plans
- Creating project timelines, task lists, deadlines, and milestones
- Determining what information, people, or resources are needed
- Assigning and tracking next steps
- Following up with team members and outside partners
- Keeping projects moving when other people get busy
- Managing several completely different projects at the same time
- Identifying potential roadblocks before they become problems
- Making sure deadlines are met
- Keeping the team informed without requiring us to manage every detail
- Creating systems and processes that help projects run more efficiently
You should be someone who naturally asks:
“What needs to happen next?”
If we’re putting together a pitch, you’re figuring out what materials are still needed, who owns each piece, when it is due, and following up until everything is finished.
If we’re developing a product, you’re tracking samples, vendors, meetings, decisions, deadlines, packaging, feedback, and next steps.
If we’re planning an event, you’re thinking about the venue, schedule, transportation, people, supplies, confirmations, vendors, and the 15 details no one else remembered.
--Digital Media Partnerships & Business Development:
This role will also help manage and develop relationships throughout the digital media, creator, entertainment, and brand partnership industries.
Responsibilities may include:
- Researching potential brands, companies, executives, creators, agencies, and partners
- Helping identify strategic collaboration opportunities
- Preparing outreach to executives and decision-makers within digital media companies
- Helping pitch collaborations, partnerships, projects, and business opportunities
- Drafting professional partnership emails and proposals
- Creating and organizing pitch decks and presentation materials
- Preparing information and research before meetings
- Keeping brand partnerships and pitches moving
- Tracking conversations, contacts, opportunities, deadlines, and next steps
- Following up professionally with brands and partners
- Maintaining organized records of partnership conversations
- Coordinating meetings between executives, brands, agencies, vendors, and other partners
- Helping ensure opportunities move from initial conversation through completion
You must be comfortable communicating professionally with executives, companies, agencies, creators, and outside partners.
Strong written communication is extremely important.
--Products, Vendors & New Business Projects
Depending on current projects, you may also help:
- Coordinate new product ideas from concept through development
- Research companies, manufacturers, products, vendors, and opportunities
- Communicate with manufacturers and suppliers
- Track product samples and revisions
- Coordinate packaging and design materials
- Track quotes, contracts, approvals, and timelines
- Follow up with vendors, designers, attorneys, manufacturers, and other professionals
- Organize product launches
- Gather information and materials needed for presentations or pitches
- Coordinate samples, shipping, products, events, launches, and other moving pieces
- Keep track of who owes us information, materials, approvals, or deliverables—and make sure we actually receive them
You do not need to already know how to do everything.
You do need to be excellent at researching, asking the right questions, finding answers, and figuring things out.
--Analytics & Reporting:
Because this role works within a major digital media business, you must be comfortable with numbers, analytics, reports, and performance data.
You do not need to be a data scientist, but you should be able to look at information and understand what it is telling you.
Responsibilities may include:
- Reviewing social media and digital platform analytics
- Reading and understanding graphs, charts, dashboards, and spreadsheets
- Recognizing trends in performance
- Comparing data across platforms, campaigns, projects, and time periods
- Helping track important KPIs
- Organizing business data into clear reports
- Identifying meaningful changes or unusual performance
- Summarizing complicated information into simple takeaways
- Helping leadership understand what is working and what may need attention
- Preparing analytical information for meetings and presentations
Experience with analytics from platforms such as YouTube, Instagram, TikTok, Facebook, Pinterest, or other digital media platforms is a major plus.
--Microsoft Office & Google Workspace:
Candidates should be highly comfortable working with technology and productivity software.
You should be proficient with:
Google Workspace
- Google Docs
- Google Sheets
- Google Slides
- Google Drive
- Gmail
- Google Calendar
Microsoft Office
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
Strong Google Sheets and Microsoft Excel skills are especially valuable.
You should be comfortable:
- Creating and organizing spreadsheets
- Reading data
- Building clean documents
- Preparing professional presentations
- Organizing shared files and folders
- Working collaboratively within cloud-based systems
Experience with project-management platforms, CRM systems, social media analytics tools, AI productivity tools, Canva, Monday.com, Asana, ClickUp, or similar platforms is a plus.
--The Person We Need:
You are the kind of person who hears an idea and immediately starts thinking:
“Okay—what needs to happen next?”
You’re not waiting for someone to give you every individual task.
You naturally create structure.
You notice when something is missing.
You follow up.
You keep track of details.
You remember deadlines.
You ask questions when something doesn’t make sense.
And when you’re given something you’ve never done before, your first reaction is not:
“I don’t know how to do that.”
It’s:
“I’ll figure it out.”
You Might Be Perfect for This Role If You…
- Are extremely organized
- Have strong project-management instincts
- Are exceptionally clean and organized in the way you manage files, information, projects, and communication
- Are obsessed with details and follow-through
- Can manage several completely different projects at once
- Take initiative without needing constant direction
- Are proactive rather than reactive
- Can identify what needs to happen next
- Are comfortable professionally communicating with companies and executives
- Have excellent written and verbal communication skills
- Are great at researching and figuring things out
- Know how to turn a big idea into actionable steps
- Aren’t intimidated by something you’ve never done before
- Follow up until you get an answer
- Can switch between an executive meeting and a personal errand without either feeling beneath you
- Are trustworthy and use excellent judgment
- Understand discretion and confidentiality
- Are dependable and punctual
- Can stay calm when priorities suddenly change
- Can manage deadlines without needing someone else to remind you
- Are comfortable looking at spreadsheets, charts, graphs, and analytics
- Can communicate complicated information clearly
- Can work independently
- Are comfortable taking ownership
- Thrive in a creative, fast-moving environment
- Love getting things finished
--Experience:
You do not necessarily need to have previously held the title of Executive Assistant.
We are much more interested in finding someone who has demonstrated that they can successfully manage people, information, details, deadlines, relationships, and projects.
Relevant backgrounds may include:
- Executive Assistant
- Personal Assistant
- Project Manager
- Operations Coordinator
- Executive Operations
- Startup Operations
- Digital Media
- Social Media
- Influencer Marketing
- Creator Management
- Brand Partnerships
- Business Development
- Marketing
- Public Relations
- Event Coordination
- Product Development
- Small Business Management
- Media or Entertainment
- Account Management
Maybe you’ve coordinated events.
Maybe you’ve managed projects at a startup.
Maybe you’ve helped run a small business.
Maybe you’ve supported a busy executive.
Maybe you’ve managed vendors, clients, or partnerships.
Or maybe you’re simply the person everyone turns to when something complicated needs to get done.
Experience working directly with executives, founders, entrepreneurs, creators, or high-profile individuals is a major plus.
--Who Will Succeed Here:
You’ll thrive in this position if you’re someone who can walk into a busy situation and start creating order.
You notice the details other people miss.
You can take a 30-minute meeting and turn it into a clear list of:
What needs to happen → Who owns it → When it’s due → What needs to be followed up on.
You can look at an analytics dashboard and recognize what information actually matters.
You can communicate professionally with an executive at a major company while also being personable and easy to work with internally.
You don’t simply say:
“I sent them an email.”
You think:
“I sent the email, they haven’t responded, I followed up, and I’m going to make sure we get an answer.”
You don’t just complete tasks.
You close loops.
Work Environment
This is a fast-paced and constantly evolving digital media environment.
Priorities can change quickly.
New opportunities can appear without much notice.
Multiple projects may be happening simultaneously.
The person in this position must be able to adapt quickly without losing organization or attention to detail.
You’ll work closely with the team and may regularly interact with:
- Company leadership
- Employees
- Creators
- Executives
- Brands
- Agencies
- Attorneys
- Vendors
- Designers
- Manufacturers
- Business partners
- Outside professionals
Because of the nature of this position, a very high level of trust, professionalism, discretion, and confidentiality is required.
The right person will help create the structure behind all of it—so the company can move faster, stay organized, pursue bigger opportunities, and actually finish what we start.
Above everything else, we’re looking for someone who is:
Organized. Professional. Proactive. Trustworthy. Analytical. Resourceful. Detail-oriented. Driven. An excellent communicator.
--TO APPLY:
Please submit your résumé along with a short introduction telling us why you believe you would be a great fit for this position.
Then answer the following question:
Tell us about a time someone handed you an idea or a messy project without clear instructions. How did you determine what needed to happen, organize the project, and get it across the finish line?
We’re especially interested in hearing how you think, how you organize, how you solve problems, and how you make sure things actually get completed.
Pay: $21.00 - $28.40 per hour
Work Location: In person
