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.
