About Us
Our client is a corporate video production agency working primarily with software and tech companies in the U.S. runs on strong systems: every meeting is recorded, and automations already extract action items and push them into ClickUp. This role is about bringing the human layer that automation can’t: ownership, judgment, clarity, empathy, and proactive follow-through.
You’ll watch recordings (or join live), distill what matters, turn it into clean execution, and drive
projects to completion—keeping clients, contractors, and internal stakeholders aligned at
every step. You’ll work closely with the founder and be trusted with both internal operations and
light client communication.
Core Responsibilities
1) Meeting-to-Execution Ownership
● Watch meeting recordings (or attend live when needed)
● Distill meetings into accurate, prioritized action items
● Ensure each action item has:
○ clear owner
○ due date (when appropriate)
○ priority level
○ correct project placement
○ enough context for the assignee to execute
● Follow through until tasks are fully complete, not “kind of done”
2) Project Ownership + Momentum
● Take control of projects quickly and confidently
● Track progress, dependencies, and blockers
● Proactively move work forward by updating:
○ stakeholders
○ documents
○ contractors (editors, designers, etc.)
○ timelines and project plans
3) Client-First Thinking
● View tasks empathetically from the client’s perspective
● Reduce friction for the client by anticipating needs and clarifying next steps
● Keep communication crisp, considerate, and confidence-building
4) Tools + System Execution (must be strong here)
● Operate as a power user in:
○ ClickUp (task hygiene, views, statuses, priorities, due dates, docs/wiki)
○ Slack (external comms; clear and professional)
○ Microsoft Teams (client environments and coordination)
○ Google Workspace (Docs, Sheets, Drive organization)
○ ChatGPT / AI tooling (daily use is mandatory)
5) Documentation + Visibility
● Keep project briefs, notes, and wiki pages accurate and current
● Improve clarity and handoff quality inside tasks
● Create “single source of truth” documents that stakeholders can trust
● Own action items in ClickUp and proactively move tasks forward
What We’re Looking For (Non-Negotiable)
2+ years experience as an Executive Assistant, Operations Assistant, or similar role
Strong customer service and client-facing experience
High attention to detail (you notice small friction points that others miss)
Excellent written English and professional communication skills
Service-oriented mindset: you think, “How do I make this easier for the client?”
Comfortable speaking on behalf of leadership with clients
Attention to detail (you catch what others miss)
Strong project management fundamentals (ownership, tracking, follow-through)
Holistic thinker (you see the system, not just the task list)
Default helpfulness (thoughtful, proactive, considerate)
Comfortable leading through documentation and async comms
Client empathy (you can feel what’s confusing or missing and fix it)
Experience with:
○ ClickUp
○ Slack
Microsoft Teams
○ Google Workspace
○ Scheduling tools (
Cal.com, Calendly, etc.)
○ ChatGPT or similar AI tools
AI-Native Requirement (Non-Negotiable)
This role requires someone who is already AI-native—not a beginner.
You should already be using AI daily for things like:
summarizing meetings and threads
drafting briefs and stakeholder updates
extracting action items and decisions
turning messy inputs into structured outputs
building repeatable prompts/workflows (bonus: custom GPTs)
You must be able to use AI responsibly:
○ validate details
○ maintain confidentiality
○ avoid hallucinations by grounding outputs in source material
Nice to Have
Experience in creative agencies, production, or marketing operations
Comfort working with editors/contractors and managing post-production workflows
Strong writing and stakeholder-management instincts
Experience creating SOPs or improving operational systems
What Success Looks Like
You reduce friction in client interactions
You take initiative without needing hand-holding
You anticipate needs before being asked
You help leadership move faster and stay focused
Clients feel supported and professionally taken care of
