Logistics Summary

• Rate: $7.00 - $9.00 USD per hour.

• Hours: Part-time (10–15 hours per week).

• Shift: Pacific Timezone.

• Non-Negotiable: Previous experience working with a video production company or creative team.

About the Role

We are looking for a highly organized and "vibe-sensitive" Executive & Marketing Assistant to support Reflection Media. This isn't just an admin role; you will be the operational engine behind our production shoots and the strategic voice in our client outreach.

From managing complex production checklists to pitching for high-stakes media gigs, you will ensure that Jesse (the founder) can focus on the creative vision while you handle the logistics and growth. We are looking for someone who understands that a music video client needs a different "voice" than a medical device company, and can pivot accordingly.

Core Responsibilities

1. Production Logistics & Project Management

• Shoot Coordination: Manage the "Pre-Production, During, and Post-Production" checklists. You will ensure everything is ready before Jesse steps on set.

• Run-Through Sheets: Create and distribute production run-through sheets (ranging from solo-op to multi-person crew needs).

• File Organization: Transition and organize production files from local storage to a streamlined digital system.

• Research & Synthesis: Utilize NotebookLM to organize project data and research.

2. Strategic Marketing & Lead Generation

• The "Pitch" Expert: Monitor lead generation websites to pitch and bid for new gigs. You must be able to tailor outreach messages based on the client’s industry (e.g., medical, corporate, or music/creative).

• Outreach: Manage active outreach on LinkedIn (connecting and messaging) and oversee social media consistency.

• Email Campaigns: Design and execute email marketing strategies for Reflection Media to keep us top-of-mind.

3. Executive Admin & Finance

• Finance admin management: Handle data entry for accounting and bookkeeping via QuickBooks.

• Inbox & Calendar Gatekeeping: Filter marketing noise from VIP/Lead emails. Manage Jesse's calendar to prevent double-bookings and protect travel/personal time blocks.

4. Client Experience

• Onboarding/Offboarding: Own the client journey—from initial discovery (managing forms/calls) to sending "Thank You" emails and collecting testimonials.

Preferences & Culture Fit

• Faith-Aligned: Reflection Media is a faith-based business (Jesse prays over every bid and project). We are ideally looking for a Christian candidate who values and respects this intentional approach to work.

• Industry Intuition: You understand the difference between a "Day Rate" and a "Project Fee" and know the rhythm of a production schedule.

• Proactive Personality: You don't just wait for a checklist; you see a production gap and fill it.

Technical Tools

• Production: Video Production workflows (Pre-to-Post)

• Finance: QuickBooks

• AI/Research: NotebookLM

• CRM/Lead Gen: LinkedIn, Various Gig/Bidding sites

• Admin: Google Workspace / Calendar