Executive Assistant to Chief Executive Officer

VIA Productions; Memphis (TN); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health insurance

401k matching

Flexible PTO

Direct access to leadership

Job summary

VIA Productions seeks an proactive, hands-on Executive Assistant/Operations Coordinator to work closely with the CEO. You will own key follow-ups with clients, vendors, and partners, manage calendar priorities, and ensure smooth office operations while tackling special projects.

You’ll coordinate travel, support sales with HubSpot updates, and help build client-facing documents. This role starts remote and moves to a Memphis office, with flexible hours around the CEO’s schedule.

Qualifications

• Experience taking ownership as an assistant, coordinator, or similar role.
• Confident representing executive leadership to clients and partners.
• Strong command of Google Workspace, Microsoft 365, Claude and ChatGPT.
• Experience with project management and CRM tools (Asana, HubSpot, Slack).
• Proven follow-up discipline and resilience.
• Ability to handle confidential information.

Responsibilities

• Manage the Executive Team's priorities and task list, and help leadership plan the week ahead.
• Take tasks off the Executive Team's plate and see them through without being chased.
• Reach out to clients, vendors, and partners on the CEO's behalf and keep conversations moving.
• Coordinate travel, meetings, trade shows, and itineraries.
• Support the sales team with scheduling, follow-ups, and HubSpot updates.
• Build and polish proposals and client-facing documents.
• Process expense reports and keep records clean.
• Keep the office running, from supplies to vendor relationships.
• Lead special projects from kickoff to finish.
• Find better ways to work, including AI tools and automation, and bring them to the team.

Skills

Executive support

Stakeholder management

Communication

Discretion

Problem solving

Tools

Google Workspace

Microsoft 365

Claude

ChatGPT

Asana

HubSpot

Slack

Job description

VIA Productions has been creating content for retailers and product manufacturers since 2008. We're growing fast, and our CEO has more on his plate than one person should carry. We need someone to take a real share of that load, keep leadership organized, and make sure nothing important slips.

This isn't a job where you wait to be told what to do. You'll work with the CEO every day, represent him with clients, vendors and partners, and own the follow-up that turns plans into finished work. If you're the person who figures it out when others stall, keep reading.

What you'll do

• Manage the Executive Team's priorities and task list, and help leadership plan the week ahead
• Take tasks off the Executive Team's plate and see them through without being chased Reach out to clients, vendors, and partners on the CEO's behalf and keep conversations moving
• Coordinate travel, meetings, trade shows, and itineraries
• Support the sales team with scheduling, follow-ups, and HubSpot updates
• Build and polish proposals and client-facing documents
• Process expense reports and keep records clean
• Keep the office running, from supplies to vendor relationships
• Lead special projects from kickoff to finish
• Find better ways to work, including AI tools and automation, and bring them to the team

What you bring

• Experience taking ownership as an assistant, coordinator, or similar role
• Confidence working directly with Executive Teams and representing them outside contacts
• Strong command of Google Workspace, Microsoft 365, Claude and ChatGPT
• Experience with project management and CRM tools. We use Asana, HubSpot and Slack.
• A habit of following up until it's done
• You don't get rattled by "no." You find another way through.
• Good judgment with confidential information
• Based in the Memphis area. The role starts remote and moves to our new Memphis office, five days a week, once it opens. Hours flex around the CEO's schedule.

You might also have

• Agency or production company experience
• Experience supporting a sales team or building proposals
• Hands-on use of AI tools for writing, notes or research
• Event or trade show coordination experience

How we work for clients

These five beliefs guide everything at VIA. Commitment to them is part of the job.

• Education. You keep learning, and you share what you learn.
• Creative Authority. You bring ideas, not just updates.
• Take Ownership. If it's yours, it gets done.
• Client's Experience. Every call, email and invite reflects on VIA.
• Point of Need. You show up when and where people need you.

How we work together

These four beliefs guide everyone at VIA. Commitment to them is part of the job.

• We're on a team. You pull for your teammates. No gossip, no politics.
• Trust is foundational. You're honest, even when it's uncomfortable.
• Never deflect. You own your mistakes and take feedback head on.
• Committed to results. Effort isn't the goal. You find a way.

What we offer

• Health, dental and vision coverage, matching-401k, and amazing culture
• Flexible PTO
• Direct access to leadership and a front-row seat to how a growing company runs
• Your first 90 days include regular check-ins with the CEO, so we're both confident it's the right fit