Executive Assistant & Project Manager

Remote – Part-Time
Schedule: Approximately 20 Hours per Week | Eastern Time
Work Structure: Split Morning & Afternoon Blocks
Exact Block Times: Confirmed with the Client
Industry: Brand Strategy & Creative Services

About the Role

The Executive Assistant & Project Manager serves as the operational center of a fast-moving creative team, ensuring client requests, internal projects, content approvals, deadlines, and follow-ups remain organized and continue moving forward.

This position combines:

• Project management.
• Executive support.
• Client coordination.
• Content approval management.
• Community management.
• Administrative follow-up.

The Executive Assistant & Project Manager is responsible for turning incoming client requests into organized, actionable work by creating tasks, assigning owners, establishing deadlines, tracking progress, and ensuring open items are followed through to completion.

The role also manages the operational side of the firm's social media workflow, taking finished content from the content calendar through internal approval, client approval, revision, scheduling, and publication readiness.

In addition, the position supports community management across client social channels, including:

• Instagram.
• Facebook.
• LinkedIn.
• TikTok.
• YouTube.

The position operates in two daily work blocks:

• A morning block focused on organizing the team, processing incoming requests, preparing priorities, and sending completed work to clients for approval.
• An afternoon block focused on advancing completed work, processing feedback, updating projects, managing community interactions, and closing open loops.

Success in this position means nothing waits on the Founder that does not genuinely require the Founder's involvement, while the Social Media Manager and creative team remain focused on strategy, content, and execution.

The position initially focuses on internal coordination and progressively expands into direct client communication as trust and familiarity with the firm's accounts develop.

Key Responsibilities

Project Management & Task Intake

• Monitor incoming client requests from:
  • Email.
  • Group chats.
  • Other established communication channels.
• Convert client requests into organized ClickUp tasks.
• Ensure every task includes:
  • Clear description.
  • Complete brief.
  • Assigned owner.
  • Deadline.
• Determine appropriate deadlines based on:
  • Request urgency.
  • Current team workload.
  • Client commitments.
• Maintain accurate task statuses, including:
  • To Do.
  • In Progress.
  • Client Review.
  • Complete.
• Track deadlines across:
  • Retained clients.
  • One-off projects.
• Proactively follow up before deadlines are missed.
• Identify projects at risk of delay.
• Coordinate handoffs between:
  • Founder.
  • Creative Director.
  • Social Media Manager.
  • Production partners.
• Ensure completed work moves promptly to the next stage.
• Prevent requests from becoming lost inside:
  • Email threads.
  • Group chats.
  • Informal conversations.
• Prepare daily priorities for the 10:00 AM team huddle.
• Capture action items agreed upon during the daily huddle.
• Convert meeting decisions into actionable tasks when necessary.
• Follow up on commitments established during team meetings.

Content Approval & Publishing Workflow

• Manage the operational workflow for social media content from completion through final scheduling.
• Review finished content and captions from the monthly content calendar in Google Sheets.
• Upload completed content into Gain.
• Route each piece of content through the established approval sequence.
• Send content for internal approval first.
• Once internally approved, send content to the client for approval.
• Monitor outstanding client approvals.
• Collect client feedback.
• Route requested revisions to the Social Media Manager.
• Track revision progress.
• Upload revised content when appropriate.
• Return revised content to the client for approval.
• Confirm final approval.
• Verify approved posts are correctly scheduled.
• Confirm:
  • Correct content.
  • Correct caption.
  • Correct client account.
  • Correct publishing date.
• Flag content that remains pending approval as its scheduled publication date approaches.
• Follow up proactively to prevent approval delays from disrupting the content calendar.
• Maintain clear visibility into:
  • Draft content.
  • Internal review.
  • Client review.
  • Revision.
  • Approved content.
  • Scheduled content.

Community Management

• Monitor client social media accounts for new:
  • Messages.
  • Comments.
  • Community interactions.
• Monitor applicable channels including:
  • Instagram.
  • Facebook.
  • LinkedIn.
  • TikTok.
  • YouTube.
• Respond to routine messages and comments.
• Communicate according to each client's established brand voice.
• Follow client-specific community-management guidance.
• Maintain professional and appropriate communication.
• Identify interactions requiring additional judgment.
• Escalate sensitive conversations.
• Escalate negative conversations.
• Escalate unusual or potentially reputationally sensitive interactions to the Founder the same business day.
• Avoid independently responding to matters outside established client guidelines.

Executive Support & Inbox Follow-Up

• Monitor the Founder's inbox for:
  • New client requests.
  • Pending conversations.
  • Threads awaiting action.
  • Outstanding approvals.
  • Vendor communication.
• Ensure every relevant email thread has a clear next step.
• Identify communications requiring Founder involvement.
• Handle routine follow-up when appropriate.
• Follow up with clients regarding:
  • Missing information.
  • Pending approvals.
  • Outstanding materials.
  • Required inputs.
• Follow up with vendors regarding:
  • Deliverables.
  • Pending materials.
  • Open requests.
• Support proposal preparation as directed.
• Support invoice follow-up as directed.
• Work from a dedicated company-domain role mailbox.
• Sign communications using the team member's name.
• Maintain professional written communication.
• Gradually assume direct client email communication once approved by the Founder.

File & Asset Organization

• Maintain organized shared files.
• Support the firm's transition from Dropbox to Google Drive.
• Ensure files are placed in the appropriate client and project folders.
• Maintain clear folder organization.
• Help prevent:
  • Duplicate files.
  • Misplaced assets.
  • Outdated versions.
• Support consistent naming and organization practices.
• Ensure team members can easily locate current project materials.

AI-Assisted Productivity

• Use the firm's Claude client projects and context files to accelerate routine work.
• Use AI tools appropriately for:
  • Drafting.
  • Summaries.
  • Follow-up communication.
  • Routine administrative work.
• Use AI-generated drafts as a productivity tool rather than automatically sending unreviewed output.
• Maintain client-specific context when preparing communication.
• Ensure final communication remains professional and appropriate to the client's brand and situation.

Process Improvement

• Observe how:
  • Requests.
  • Approvals.
  • Deadlines.
  • Client communication.
  • Internal handoffs. currently operate.
• Identify small operational improvements.
• Recommend ways to improve:
  • Request intake.
  • Task organization.
  • Approval management.
  • Deadline visibility.
  • Follow-up.
• Help reduce unnecessary back-and-forth.
• Improve visibility into outstanding work.
• Create repeatable habits that reduce dependence on the Founder for routine coordination.

Additional Responsibilities

• Support ongoing migration of shared files from Dropbox to Google Drive.
• Maintain organized client and project folders.
• Use AI tools to improve administrative efficiency.
• Suggest practical workflow improvements.
• Expand into direct client communication as trust is established.
• Support additional project-coordination responsibilities that remain consistent with the scope of the position.

Qualifications

Required

• 2+ years of experience in a coordination role within:
  • Marketing.
  • Social media.
  • Creative agency.
  • Creative team.
  • Similar environment.
• Relevant previous positions may include:
  • Project Coordinator.
  • Social Media Coordinator.
  • Marketing Assistant.
  • Similar coordination roles.
• Hands-on experience using a project-management platform.
• ClickUp experience preferred.
• Familiarity with business use of:
  • Instagram.
  • Facebook.
  • LinkedIn.
  • TikTok.
  • YouTube.
• Understanding of:
  • Posting.
  • Scheduling.
  • Social media messages.
  • Comment management.
• Excellent written English.
• Ability to communicate professionally with:
  • Clients.
  • Team members.
  • Vendors.
• Highly organized.
• Highly reliable.
• Strong follow-through.
• Strong habit of closing open loops.
• Comfortable managing multiple clients and projects simultaneously.
• Comfortable using AI tools for:
  • Drafting.
  • Summaries.
  • Routine work.
• Working proficiency with:
  • ChatGPT.
  • Claude.

Preferred

• Previous agency experience.
• Previous social media management experience.
• Experience using a social media scheduling and approval platform such as:
  • Gain.
  • Similar platforms.
• Bilingual English/Spanish.
• Previous experience supporting:
  • Founder.
  • Executive.
  • Business owner.

Core Competencies

The ideal Executive Assistant & Project Manager demonstrates strength in:

• Project Management
• Executive Support
• Task Management
• Client Coordination
• Deadline Management
• Content Approval Management
• Social Media Coordination
• Community Management
• Inbox Management
• Client Follow-Up
• Vendor Follow-Up
• ClickUp Administration
• Content Scheduling
• File Organization
• AI-Assisted Productivity
• Written Communication
• Prioritization
• Attention to Detail
• Follow-Through
• Accountability
• Organization
• Process Improvement
• Independent Judgment
• Closing Open Loops

Typical Workday

This is a part-time position of approximately 20 hours per week, divided between a morning block and an afternoon block in Eastern Time.

Exact block times will be confirmed with the client.

Morning Block

Communication & Request Review

• Review the Founder's inbox.
• Review relevant group chats.
• Review ClickUp.
• Identify:
  • New client requests.
  • Overnight replies.
  • Pending approvals.
  • New priorities.
  • Potential blockers.

Task Management

• Convert new requests into ClickUp tasks.
• Assign task owners.
• Establish deadlines.
• Ensure briefs contain sufficient information.
• Update existing task statuses.

10:00 AM – Daily Team Huddle

• Participate in the 15-minute daily team huddle.
• Confirm:
  • Daily priorities.
  • Deadlines.
  • Blockers.
• Capture action items.
• Update ClickUp accordingly.

Client Approval & Community Review

• Send completed content to clients for approval.
• Follow up on outstanding approvals.
• Review client social media inboxes.
• Respond to appropriate messages and comments.
• Escalate sensitive matters when necessary.

Afternoon Block

Content Workflow

• Review work completed during the day.
• Upload completed content into Gain.
• Advance content through the approval workflow.
• Send completed deliverables to clients when appropriate.

Feedback Coordination

• Review client feedback.
• Route requested changes to the appropriate team member.
• Track revision requirements.
• Follow up on outstanding revisions.

Community Management

• Review social media channels again.
• Respond to routine messages.
• Respond to routine comments.
• Escalate unusual or sensitive conversations.

Project Management & End-of-Day Close

• Update ClickUp statuses.
• Review outstanding tasks.
• Identify blocked items.
• Confirm next steps.
• Post a short end-of-day update covering:
  • Done.
  • Pending.
  • Blocked.

Typical Workweek

Monday – Weekly Planning

• Review the week's deadlines.
• Review the monthly content calendar.
• Identify upcoming client approvals.
• Identify projects at risk.
• Confirm priority deliverables.
• Flag potential scheduling or deadline issues.

Tuesday – Thursday – Execution & Follow-Up

Primary focus:

• Client request intake.
• ClickUp task management.
• Deadline tracking.
• Content approval workflows.
• Client follow-up.
• Community management.
• Internal coordination.
• Vendor follow-up.
• Closing open loops.

Friday – Weekly Close

• Confirm the following week's social media posts are:
  • Approved.
  • Scheduled.
• Close outstanding communication threads where possible.
• Review overdue tasks.
• Update project statuses.
• Send a concise weekly status update to the Founder.

Approximate Distribution of Effort

• 45% – Project Management & Task Intake
• 30% – Content Approval & Community Management
• 25% – Inbox Follow-Up & Executive Support

The exact allocation may be refined during onboarding based on actual workload.

Performance Evaluation & Accountability

Final KPIs are established jointly with the Founder during the first 30 days.

Performance will primarily be evaluated based on the ability to:

• Capture client requests.
• Organize requests into actionable work.
• Maintain clear ownership and deadlines.
• Prevent tasks from slipping.
• Maintain the content approval workflow.
• Ensure approved content is scheduled on time.
• Respond consistently to community interactions.
• Maintain accurate project statuses.
• Close open loops.
• Reduce unnecessary dependence on the Founder.

Key Performance Indicators (KPIs)

Client Request Intake

Target: Same Business Day

• Client requests are converted into ClickUp tasks on the same business day.

Task Ownership & Deadlines

Target: 100%

• Every active task has:
  • An assigned owner.
  • A clear deadline.

Content Scheduling

Target: 100% of the Content Calendar

• Approved posts are scheduled on time.

Community Management Response Time

Target: Within One Business Day

• Social media messages and comments receive an appropriate response within one business day.

Overdue Tasks

Target: Trending Down Month Over Month

• Reduce overdue work through proactive follow-up and deadline management.

End-of-Day Reporting

Target: Every Working Day

• Post the required end-of-day update every scheduled working day.

Reporting Structure

The Executive Assistant & Project Manager:

• Reports directly to the Founder.
• Works daily with:
  • Social Media Manager.
  • Creative Director.
• Coordinates with:
  • Production partners.
  • Clients, once approved.
  • Vendors, as appropriate.
• Receives performance and engagement support through Virtrify's Virtual HR Department™.

Software & Tools

• ClickUp
  • Task management.
  • Team chat.
  • Request forms.
• Gain
  • Social media approvals.
  • Social media scheduling.
• Google Sheets
  • Monthly content calendar.
• Google Drive
  • File management.
• Dropbox
  • Existing file storage during migration.
• Google Workspace Email
  • Client and internal communication.
• Instagram
• Facebook
• LinkedIn
• TikTok
• YouTube
• Claude
  • Client projects.
  • Context files.
  • Drafting and summarization.
• ChatGPT
  • AI-assisted productivity where appropriate.

90-Day Onboarding Plan

Month 1 – Learn the Book

During the first month, the Executive Assistant & Project Manager will:

• Complete company onboarding.
• Receive access to required systems.
• Learn the firm's client portfolio.
• Learn the ClickUp structure for each client.
• Understand how requests are converted into tasks.
• Learn current task statuses and workflows.
• Shadow the daily team huddle.
• Learn the content approval process.
• Begin running the approval loop with Founder review.
• Learn the firm's social media accounts.
• Begin monitoring social inboxes with Founder oversight.
• Receive direct training from the Founder on:
  • Community-management expectations.
  • Client-specific communication guidelines.
  • Brand voice considerations.
  • Escalation requirements.
• Learn how the Founder currently manages incoming client requests.
• Begin developing the habit of closing routine operational loops.

Month 2 – Run With Backup

During the second month, the Executive Assistant & Project Manager will:

• Take ownership of routine task intake.
• Create ClickUp tasks independently.
• Assign appropriate owners.
• Establish deadlines.
• Maintain task statuses.
• Own routine deadline tracking.
• Run the content approval workflow.
• Manage routine community interactions.
• Follow up on pending client inputs.
• Follow up on approvals.
• Coordinate routine internal handoffs.
• Escalate judgment calls to the Founder on a case-by-case basis.
• Continue developing familiarity with client-specific preferences.

Month 3 – Own It

During the third month, the Executive Assistant & Project Manager will:

• Independently manage routine project coordination.
• Handle routine deadline changes.
• Maintain task visibility across clients.
• Run the content approval workflow independently.
• Maintain community-management response standards.
• Keep the Founder informed of genuine blockers.
• Reduce unnecessary Founder involvement in routine coordination.
• If approved by the Founder, begin communicating directly with clients by email.
• Maintain consistent end-of-day and weekly reporting.
• Identify small process improvements based on the first two months of experience.

Virtrify's onboarding success manager works with the Founder to build and monitor the 90-day onboarding plan, with progress checkpoints at:

• Day 30.
• Day 60.
• Day 90.

Work Environment

• Fully remote position.
• Part-Time.
• Approximately 20 hours per week.
• Availability during agreed morning and afternoon blocks in Eastern Time.
• Exact block times confirmed with the client.
• Quiet, dedicated remote workspace.
• Professional environment suitable for video calls.
• Reliable high-speed internet connection.
• Backup internet connection required.
• Modern computer.
• Professional headset.
• Webcam.
• Strong discretion when handling:
  • Client accounts.
  • Login credentials.
  • Confidential brand information.
  • Internal communications.
• Ability to independently manage multiple client priorities.
• Consistent availability during the agreed working blocks.

About the Company

Our client is a boutique, Founder-led brand strategy and creative consultancy that builds and grows brands for retained clients across industries such as:

• Hospitality.
• Real estate.
• Service-based businesses.

The firm provides services including:

• Brand strategy.
• Brand identity.
• Website development.
• Social media marketing.
• Advertising campaigns.

The organization operates with a small, senior team.

Its structure includes:

• Founder leading strategy and client relationships.
• Creative Director leading design.
• Social Media Manager leading content and social strategy.
• Trusted production partners supporting content creation.

The organization operates through clear tools and a consistent daily rhythm but requires a dedicated operational professional to ensure every:

• Client request.
• Internal task.
• Deadline.
• Approval.
• Content deliverable.
• Follow-up.

continues moving without unnecessary involvement from the Founder.

The Executive Assistant & Project Manager is being introduced to create this operational consistency and allow the firm's senior creative team to remain focused on high-value strategic and creative work.

Final Notes

The Executive Assistant & Project Manager is expected to become the operational owner responsible for keeping projects, approvals, communication, and routine client requests moving across the organization.

Success in this position means:

• Client requests are captured on the same business day.
• Every active task has an owner and deadline.
• ClickUp accurately reflects current project status.
• Deadlines remain visible.
• Potential delays are identified before work slips.
• The 10:00 AM daily huddle begins with clear priorities.
• Action items from the huddle are documented and followed through.
• Completed content moves quickly into the approval process.
• Client feedback reaches the correct team member.
• Approved posts are scheduled on time.
• 100% of the approved content calendar is scheduled appropriately.
• Social messages and comments receive responses within one business day.
• Sensitive or unusual community interactions are escalated the same day.
• Client and vendor follow-ups do not remain forgotten in email threads.
• Open loops are actively closed.
• Overdue tasks trend downward month over month.
• End-of-day updates are posted every working day.
• Shared files remain organized as the company transitions from Dropbox to Google Drive.
• The Social Media Manager can remain focused on content and strategy rather than administrative coordination.
• The Founder becomes progressively less involved in routine project management.
• By Day 90, the Executive Assistant & Project Manager independently manages routine coordination and deadline changes and, when approved, begins handling direct client email communication.