Executive Assistant (Production) at Hire Overseas

, , South Africa -

Full Time

Start Date

Immediate

Expiry Date

09 Mar, 26

Salary

0.0

Posted On

09 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Project Management, Communication, Vendor Relations, Task Management, Google Workspace, Notion, Time Management, Attention to Detail, Production Coordination, Operational Systems, Organizational Skills, Client Coordination, Problem Solving, Creative Environments, Workflow Improvement

Industry

Online Audio and Video Media

Description

We’re looking for an Executive Assistant (Production) who can support a fast-moving creative production company across scheduling, communication, backend operations, and project management. This role blends high-level executive support with hands-on production coordination, helping bring structure, clarity, and momentum to a busy environment. You’ll manage calendars, communication, vendor relations, project timelines, and operational systems like Drive and Notion. You’ll work closely with leadership to keep production workflows running smoothly and ensure both internal teams and clients feel supported and informed. If you thrive in creative environments, enjoy organizing complex moving parts, and understand how production teams operate, this role will feel like a natural fit. Why You’ll Want to Join You will be paid in USD (bi-monthly: 15th and 30th) Up to 14 days of Paid Time Off annually Observance of Holidays based on your location 100% remote setup so you can work wherever you feel most productive Work directly with leadership across a growing production company Opportunity to build systems and shape operations behind high-quality creative work What You’ll Work On Executive Support Manage calendars, scheduling, inbox organization, and follow-ups Track tasks, priorities, and communication threads across projects Keep company files, assets, and documents organized in Google Drive Support general operational and administrative needs for leadership Production and Project Management Manage backend production operations for video and photo projects Build and maintain project timelines, deliverables, and production checklists Coordinate communication with editors, creators, vendors, and internal teams Support Notion task boards, project tracking, and workflow updates Assist in building lightweight systems and SOPs for smoother production Vendor and Client Coordination Communicate with vendors, freelancers, and partners to keep production on track Manage quotes, scheduling, deliverables, and follow-ups across projects Support client coordination by preparing updates, summaries, and next steps Track invoices, payments, and vendor-related documentation Operational Systems and Organization Maintain organized project folders, briefs, and documentation Improve internal workflows to increase clarity and reduce friction Identify process gaps and bring proactive solutions to streamline operations What You Bring 3 to 5+ years of experience as an Executive Assistant, Project Manager, or Production Coordinator Experience working within creative, video, or photo production environments Excellent written and verbal communication skills Highly organized with strong time management and attention to detail Proficient with Google Workspace, Notion, task management tools, and Drive organization Ability to operate independently, anticipate needs, and manage multiple timelines Comfortable communicating with clients, vendors, and cross-functional teams Nice to Have Familiarity with production workflows, call sheets, timelines, and deliverables Background in creative agencies or content studios Experience building systems or improving operational processes How to Apply Please include: Your updated resume highlighting EA and production-related experience A short 1–2 minute Loom video introducing yourself and describing how you’ve supported production or creative workflows Only candidates who submit a Loom video will move forward. If you’re someone who brings structure to creative environments and enjoys being the operational engine behind high-quality production, this role gives you the chance to make a meaningful impact every day. Application Process Overview Our comprehensive selection process ensures we find the right fit for both you and our clients: Initial Application - Submit your application and complete our prequalifying questions Video Introduction - Record an video introduction to showcase your communication skills and work experience Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable) Recruitment Interview - Initial screening with our talent team Executive Interview - Meet with senior leadership to discuss role alignment Client Interview - Final interview with the client team you'd be supporting Background & Reference Check - Professional reference verification Job Offer - Successful candidates receive a formal offer to join the team Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.

Responsibilities

The Executive Assistant will manage calendars, communication, and backend production operations while supporting project management tasks. This role involves coordinating with internal teams and vendors to ensure smooth production workflows.