Executive Assistant – Studio Administrator

This is a fully remote position, open to applicants in Oregon.

📋 Description

• Deliver high-level administrative assistance to the executive team.

• Offer outstanding customer service to clients.

• Review, respond to, create, and send email communications.

• Create, modify, and manage documents utilizing Microsoft Office.

• Conduct data entry, maintain files, and perform general clerical tasks.

• Complete special projects as assigned by management.

• Follow up on client inquiries and explain package offerings.

• Articulate the unique aspects of the studio's work to prospective clients.

• Maintain and convey the studio's schedule effectively.

• Arrange for support staff such as stylists and photo assistants for upcoming shoots.

• Schedule appointments and oversee the studio calendar.

• Act as the primary contact for orders and client image files.

• Follow up on receipts and monitor retouching progress and final image delivery.

• Manage client jobs by prioritizing projects and tracking as well as reporting progress.

• Ensure client communication and care before, during, and after shoots.

• Supervise and guide design contractors.

• Occasionally design simple marketing and communication materials using Photoshop, InDesign, or Canva.

• Build community and communication channels while maintaining the studio's voice on Instagram, Twitter, LinkedIn, and Facebook.

• Walk or drive to run local errands as needed.

⛳️ Requirements

• 3-5 years of experience in an administrative or coordination role at the senior or executive level within an office or studio environment.

• Ability to follow directions with ease.

• Competence in managing time effectively, prioritizing tasks, and working within deadlines with minimal supervision.

• Proven initiative and self-motivation.

• Capability to proactively undertake tasks.

• Skill in thinking creatively and staying updated on technology and applications, such as Canva and Animoto.

• Experience and interest in developing community and communication channels through social media is advantageous.

• Design sensibility and experience are preferred.

• Understanding of typography and white-space is beneficial.

• Proficiency in Photoshop is a plus.

• Ability to ensure quality control while collaborating with contracted retouchers is essential.

• Advanced verbal and written communication skills are required.

• Personal discretion and a sense of good taste are important.

• Excellent organization, multitasking, and time management abilities.

• Capability to manage multiple projects with exceptional accuracy.

• Strong written and verbal communication skills.

• Ability to articulate thoughts clearly and professionally in both written and spoken forms.

• Professional demeanor along with a positive service-oriented attitude.

• Detail-oriented with strong analytical skills.

• Proven track record and experience in administrative support or a related position.

• Ability to walk or drive to conduct errands in the local area when necessary.

🏝️ Benefits

• Part-time position with opportunities for advancement.

• Potential for increased hours over time.

• Some flexibility in scheduling.

• Combination of core remote weekday hours and in-person assistance during shoots.

• Opportunity for ownership and personal influence within the company.

• Chance to grow alongside the company.