Executive Assistant / Operations Coordinator

About Us:
We help wedding filmmakers and photographers grow the business side of their business (marketing, offers, funnels, systems, and sales). We’re a lean, 7-figure online coaching company. You’ll work directly with the founder.


Role Overview:
Your mission is to keep the founder’s calendar, inbox, payments, student logistics, and core tracking accurate and organized so he can focus on growing the business.

You’ll turn messy to-dos into clean checklists, keep our numbers right, and make sure nothing falls through the cracks.


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Responsibilities:

- Manage and organize the founder’s personal and business email inbox (Draft replies for approval, flag urgent messages immediately, clear spam).

- Own the founder’s calendar (no double bookings, open slots for appointments, confirmations sent, set appointments).

- Handle customer support: payments, refunds, disputes, membership access, double charges, simple “how do I…?” questions.

- Support our clients: Reply to basic questions using our AI assistant + internal FAQ, fix access / account permissions issues, upload videos and resources

- Update tracking sheets daily: ads, leads, calls, sales outcomes, contract amounts, cash collected.

- Prepare exports (e.g. email lists) following clear checklists.

- Prepare upcoming payments, process payments (with approval), and follow up on failed payments using scripts.

- Assign projects to video editors and organize video/audio files and folders.

- Help maintain SOPs: update checklists when processes change and record Looms of you doing tasks.

- Occasionally help with simple one-off projects: basic dashboards in Google Sheets, designs in Canva, light research.

- Order weekly meal prep for the founder.


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Requirements:

- Excellent written and spoken English.

- Experience in customer support and/or EA/VA roles is REQUIRED.

- Strong with Google Sheets (including basic formulas) is REQUIRED.

- Very detail-oriented and accurate with numbers and data entry.

- Comfortable learning new tools (Claude, Hyros, GoHighLevel, Zapier, Airtable, etc.).

- Reliable internet and webcam (video required for meetings).

- Able to work full-time (40 hours/week) with at least 8 hours a day Pacific Standard Time zone.

- Able to start ASAP.

Nice to Have (not required)
Experience with: Online coaching programs, Airtable, GoHighLevel, Hyros, funnels, email automations, Asana/Trello, Canva/Photoshop, basic video editing / content workflows.


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Do not apply if

- You are an agency or plan to subcontract work to someone else.
- You currently have another full-time job and cannot commit 40 hours/week to this role.
- You dislike detailed work, checklists, and working with numbers / spreadsheets.
- You are not comfortable following strict processes and updating SOPs.
- You are looking for a short-term gig (this is a long-term role).


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Compensation:

- Starting: $1,000-$1,500 USD per month depending on experience. Top performers can grow beyond this over time. We do a formal performance review at 90 days, with the opportunity for a salary increase based on results.

- Full-time (40 hours/week). Overtime only if pre-approved and paid.

- Performance-based raises and bonuses as the company grows and hits milestones.

- Commission opportunities for appointment-setting that leads to sales.

- Additional small bonuses for collecting approved client testimonials and reviews.

- Paid time off with notice.


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How to Apply (follow these steps exactly)

1. Complete the application form here:
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2. Change the subject line of this to ‘I want to work for you [Founder’s name]’


3. Reply back to this with ‘Done’
If you write more than what is asked for above we will ignore your application.


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Hiring Process (If considered)

1. Interview with our recruiter
2. 2-3 hour paid test project
3. 2-4 week paid trial period (fully paid)
4. If we’re both happy, this becomes a long-term, full-time role.