Executive Assistant

About the role

A New York–based creative producer/prop stylist is seeking a detail-loving, calm-under-pressure Executive Assistant to take ownership of day-to-day admin so she can stay focused on shoots and clients. You'll manage travel, inboxes, calendars, and simple pre-production workflows, plus light Canva work to prep visual shot lists.

The ideal hire is proactive, organized, comfortable learning a creator's voice, and happy to suggest smarter ways to run the play. Schedule: Start part-time at ~20 hrs/week with flexibility (most work can be async). Clear path to full-time as scope grows. Location: Remote. Ability to work against U.S. Eastern deadlines (deliverables ready by the day before travel/calls).

What you'll do

Admin & Coordination

● Own travel booking end-to-end: research and present 2–3 flight/hotel/car options aligned to preferences; confirm selections and finalize bookings.

● Manage email triage and drafting: reply using provided scripts/templates; draft concise custom responses when needed.

● Calendar & meetings: propose times, send Google Calendar invites, keep the producer's week clean and clash-free; set and confirm pre-production calls.

● Contracts/admin: populate plug-and-play contracts with project details; route for review/approval; send and track signature status.

● File & doc hygiene: keep Notion pages, SOPs, and trackers updated; organize shared assets and links.

Pre-Production Support

● Build simple Canva visual shot lists using client image folders (e.g., place "bathroom" images on the bathroom page) following Loom SOPs.

● Prepare tidy one-pagers/checklists before client calls (shoot basics, travel, holds, next steps). Process & Communication

● Follow existing SOPs (Notion + Loom) and help improve them as you learn the flow.

● Flag risks early (missing assets, conflicting holds, travel gaps) and present options to resolve. Tools you'll use (and/or learn quickly)

● Google Workspace (Gmail, Drive, Calendar, Docs/Sheets)

● Canva (templates, light layout)

● Notion (SOPs, dashboards, checklists)

● Loom (watch/create short walkthroughs)

Optional/nice: Planoly (or similar) for light scheduling; basic use of ChatGPT for first-draft emails/options lists.

What makes you a great fit

● 3+ years in EA / production coordination / operations for a creative, agency, or founder (or equivalent "gets-things-done" track record).

● Confident travel booking and calendar wrangling across time zones and moving parts.

● Strong written communication; can adapt to a friendly, professional, slightly "folksy" voice.

● High ownership: you present options, make recommendations, and close loops without being asked.

● Comfortable with templates and light design/layout in Canva (no heavy design required).

● Process-minded and coachable: you'll follow a system and also improve it.

Nice-to-haves (not required)

● Simple social/content admin (e.g., pulling IG post performance, organizing assets).

● Basic analytics curiosity (e.g., "top 10 most-engaged posts last 2 years").

● Experience supporting a solo creative/freelancer or production team.

What success looks like

● 30 days: You're confidently handling travel, inbox drafts, scheduling, and contract population using the provided SOPs.

● 60 days: You've shortened response/booking cycles, tightened calendars, and suggested 1–2 workflow improvements.

● 90 days: Pre-production runs on rails; visual shot lists and call preps are ready ahead of deadlines; the producer spends meaningfully more time on client work—not admin.

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM