Executive Assistant (Studio Operations)
Philippines / South Africa / Kenya
VA/EA – Operations /
Executive Assistant / Full- Time /
Remote
Role Overview
The Executive Assistant is a systems-builder and communications hub who keeps cross-project operations running smoothly. You will implement and maintain studio infrastructure (Slack, Asana, calendars, inventory), act as a thoughtful first pass on emails and scheduling, and track commitments, deliverables, and next steps across multiple initiatives.
Core Responsibilities Communication Infrastructure (Slack)
● Stand up and maintain a studio Slack with clear channels, naming conventions, and norms.
● Configure notifications and etiquette; integrate Slack with Asana and Google Drive.
Email Stewardship
● Triage studio inbox(es); apply labels and workflows.
● Draft and send routine responses within agreed templates/guardrails.
● Deliver concise weekly email summaries & priorities.
Meeting Support
● Join key meetings (virtual/in-person as needed).
● Capture decisions, action items, owners, and due dates; log in Asana.
● Send crisp recap notes within 24 hours. Project Tracking (Asana)
● Build/maintain boards for active initiatives (e.g., LIME, Felt Void, RWTW).
● Create templates, implement dependencies, manage a clean backlog, and surface risks early.
Inventory System
● Establish and maintain an Artwork Archive database (works, editions, locations, condition reports, consignments, sales, loans, insurance docs).
Calendar & Scheduling
● Maintain recurring events and holds; schedule across time zones.
● Send nudges, weekly digests, and protect focus blocks for studio work.
Task Hygiene & Execution
● Help prioritize, close loops, and keep to-do lists lean/current.
● Run a weekly review with James to align on priorities and deliverables.
Documentation
● Draft SOPs for repeatable workflows.
● Maintain a living studio handbook and project glossaries.
Qualifications
● 3+ years in an EA, studio manager, producer’s assistant, or operations coordinator role (arts, creative tech, performing arts, or design preferred).
● Demonstrated mastery of Slack, Google Workspace, Asana; quick to learn Artwork Archive.
● Excellent writing, synthesis, and follow-through; proactive communicator with high discretion.
● Strong organizational EQ: anticipates needs, holds deadlines, escalates risks early.
● Familiarity with arts production cycles, presenters, residencies, and grant timelines is a plus. Competencies (What Great Looks Like)
● Systems Thinking: Builds lightweight, scalable processes and documents them.
● Prioritization: Distills the essential few from the trivial many with clear criteria.
● Communication: Crisp, warm, and context-aware; writes excellent recap notes.
● Ownership: Moves work from 80% → 100% without hand-holding; asks sharp questions.
● Confidentiality: Handles sensitive communications and contracts with care.
Tools You’ll Use
● Slack, Asana, Google Workspace (Gmail, Calendar, Drive, Docs/Sheets), Artwork Archive, Zoom/Meet. (Comfort with additional integrations a plus.)
Logistics
● Hours: Begin part-time; scale to full-time based on fit and studio needs.
● Time zone: Core collaboration in ET with some flexibility for events/installs.
● Start date: As soon as we find the right fit.
$800 - $1,100 a month
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
