Personal Assistant – Creative Production Support 

This is a remote position.

Role Name: Personal Assistant - Creative Production Support

Schedule:

Monday-Friday 8am-5pm CST

Client Timezone: Central Time (Minneapolis area)

This is an exceptional opportunity to become the right-hand person to a successful creative entrepreneur who needs a proactive, intelligent assistant to manage critical business operations. You'll play a pivotal role in enabling the company to focus on client acquisition and creative excellence while you handle essential behind-the-scenes operations that keep projects running smoothly. This role offers significant growth potential, high autonomy, and the chance to be deeply integrated into a thriving creative business. You'll work directly with the owner, participate in client interactions, and have the authority to make decisions and flag important issues. The position offers exposure to diverse creative projects, from local photography sessions to complex multi-day location shoots, giving you valuable experience in the dynamic world of creative production.

Responsibilities

• Project Management Support: Handle project estimation adjustments when clients modify requirements such as timeline changes, model count variations, or location shifts, working within proprietary estimation platforms
• Financial Operations: Process and organize receipts from shoots into tracking systems, manage vendor invoices, track payments, and proactively flag discrepancies or unusual charges for review
• Client Interaction Support: Participate in virtual client calls including live edit sessions, project feedback reviews, and kickoff meetings to take detailed notes and identify actionable follow-up items
• Production Coordination: Conduct research for shoots including hotel bookings in new markets, location scouting assistance, crew accommodation coordination, and managing rooming lists for production teams
• Digital Asset Management: Oversee file archiving and organization of imagery and footage across various server locations, ensuring proper storage and accessibility
• Revenue Management: Follow up on outstanding client invoices, manage payment collection processes, and maintain accurate financial tracking
• Administrative Excellence: Provide comprehensive support including email management, calendar coordination, and serving as a communication liaison between team members for project status updates

Requirements

• Experience: Proven background as a Personal Assistant or Executive Assistant, preferably supporting C-level executives or entrepreneurs in fast-paced environments - Experience working in films, media or entertainment industry a plus
• Independence & Initiative: Demonstrated high level of proactiveness and maturity with ability to work autonomously, identify problems, and propose solutions rather than just flagging issues
• Communication Skills: Excellent written and verbal communication abilities with professional phone presence suitable for client interactions
• Technical Proficiency: Comfort with various software platforms, project management tools, and ability to quickly learn proprietary systems
• Industry Affinity: Understanding of creative/production industry workflows preferred, with appreciation for the unique demands of project-based creative work
• Attention to Detail: Strong organizational skills particularly for financial tracking, invoice management, and multi-project coordination
• Growth Mindset: Enthusiasm for expanding role responsibilities and growing with a dynamic creative business
• Reliability: Ability to manage multiple moving parts simultaneously while maintaining accuracy and meeting deadlines in a project-driven environment

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Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work from home
• Immediate hiring
• Steady freelance job