Executive Assistant

EXECUTIVE ASSISTANT TO THE PRESIDENT VERO BEACH SOCIAL MEDIA \| PART\-TIME, HYBRID \| VERO BEACH, FL **Pay:** $20 to $23 per hour, based on experience, with a review at 90 days **Hours:** 20\-25 hours per week, Monday through Friday, generally 9:00 to 2:00\. Primarily work from home, with in\-person time for meetings with the President at our downtown Vero Beach studio and occasional client meetings. **Reports to:** Curtis Carpenter, President ABOUT US Vero Beach Social Media is an award\-winning social media, video production, and marketing agency based on the Treasure Coast. We've won 18 American Advertising Awards and multiple Telly Awards, we operate our own production studio in downtown Vero Beach, and we work with a roster of local businesses, law firms, restaurants, nonprofits, and public agencies that most people in Indian River County would recognize. We're a small team with a big output, and we're hiring the person who keeps it running smoothly. THE ROLE Our President spends his best hours with clients and on the strategy behind their marketing. Our filming is handled by a contract videographer and our content by a dedicated production team. Everything else that keeps a client happy, the invoicing, the scheduling, the file hand\-offs, the follow\-ups, the paperwork, currently lands on his desk too. Your job is to take that over and run it better than he does. You'll be the first person a new client hears from after they sign and their day\-to\-day contact while we get them up and running, the person our clients call when they need something handled, the person who makes sure every invoice goes out on the 1st and gets paid, and the person who keeps the calendar and the CRM in order so nothing slips. This is not a social media or content role. Our content is produced by a dedicated team. This is an operations and client\-service role for someone who likes being the most organized person in the room. WHAT YOU'LL DO * Own client billing: prepare and send monthly invoices in Square, track payments, follow up on late accounts with a professional, friendly touch, and hand our bookkeeper a clean monthly summary of what was billed and collected. * Run the President's calendar: book intro meetings, kickoffs, and one\-off filming sessions with our contract videographer; confirm locations and call times; send reminders; keep community board commitments organized. * Own new\-client onboarding: run the intake checklist (logins, logos, fonts, brand folders, contacts, preferences), schedule the kickoff, be the client's day\-to\-day point of contact for routine questions during their first weeks, track what has been promised and delivered, and prepare a clean handoff to our production team. * Handle file delivery: package and send finished videos, photos, and raw footage to clients via Dropbox; chase missing assets; track approvals. * Support sales: format proposals and contracts in our template, log every proposal in HubSpot with a follow\-u