Executive Assistant / Project Coordinator — Media & Podcast Production

Assist World; Remote; ZAR 200 000 - 300 000; Part time

Job summary

A fast-growing production studio is looking for a part-time Project Coordinator to manage day-to-day admin tasks and project tracking. The ideal candidate has 1-3+ years in an executive assistant or project coordination role, possesses strong calendar management skills, and can effectively communicate with both clients and stakeholders. You will ensure timely deliverables and assist in maintaining a productive workflow. The role offers flexibility with opportunities for full-time conversion and operates in a remote environment.

Benefits

$50 birthday bonus

$ testimonial bonus

$ tenure bonus every 6 months

$ entry monthly raffle

Qualifications

• 1-3+ years in an EA/project coordination role in agency or media environment.
• Proven mastery of calendar/inbox management and multi-project timelines.
• Detail-oriented and self-directed; anticipates needs and follows through.

Responsibilities

• Own the founder's calendar and schedule across time zones.
• Maintain project trackers and send reminders.
• Draft and send updates to clients and partners.

Skills

Calendar management

Project coordination

Excellent verbal communication

Excellent written communication

Tools

Google Sheets

Google Docs

Google Calendar

Dropbox

Frame.io

Microsoft Excel

Job description

Role Overview

Support a fast-growing production studio by owning day‑to‑day admin, calendar / inbox control, and project tracking across multiple live productions.

You’ll keep timelines and deliverables on track, coordinate with clients / partners (including occasional high‑profile stakeholders), and provide light presentation / document support.

The ideal hire is organized, calm under pressure, and tuned into the podcast / creator economy.

Key Responsibilities

Scheduling & Inbox : Own founder calendar; schedule across time zones; maintain tidy, action‑oriented inbox with smart flags, folders, and follow‑ups.

Project Tracking : Maintain boards and trackers (e.g., Monday); map deliverables, owners, and due dates; send reminders; close loops.

Client / Partner Comms : Draft / send polite, concise updates; coordinate meetings, agendas, links, and follow‑ups; uphold confidentiality.

Daily Flow & Priorities : Prepare a morning brief (what’s due, risks, meetings set); surface blockers and propose next actions.

Docs & Decks : Organise pitch materials and shared folders; light support creating / updating decks (as needed).

Trends Monitoring : Keep an eye on podcasting, short‑form video, and creator‑economy trends to inform planning and outreach.

File & Asset Handling : Help track and share cuts, reviews, and approvals (e.g., via Frame.io / Dropbox); maintain tidy folder structures.

Must‑Haves

1–3+ years in an EA / project coordination role (agency, production, media, or startup environment ideal).

Proven mastery of calendar / inbox management and multi‑project timelines.

Excellent written and verbal English; professional client etiquette and high discretion.

Process‑first, detail‑obsessed, and self‑directed; anticipates needs and follows through without micromanagement.

Comfortable with morning ET overlap and adjusting to UK / NY / LA rhythms when required.

Nice‑to‑Haves

Experience in podcasting, video production, or creator / content teams.

Basic deck building (Keynote / PowerPoint / Canva) and agenda / brief creation.

Familiarity with editorial or production workflows (scripts, cuts, approvals).

Tools (experience with several required; all not mandatory)

Productivity / PM : Google Sheets / Docs, Gmail, Google Calendar

File / Review : Dropbox, Frame.io

Other : QuickTime (basic literacy), Microsoft Excel (occasional)

Keynote / PowerPoint / Canva (nice‑to‑have)

What Success Looks Like

30 Days : Clean calendar / inbox systems in place; all active projects visible on a single board; daily morning briefs delivered.

60 Days : Deliverables consistently on time; proactive risk calls with options; clients experience smooth scheduling and comms.

90 Days : Operations feel predictable; documentation and templates reduce cycle time; role ready to scale to full‑time.

Compensation

$ - $ a month

Type

Start part‑time (20 hrs / wk) with path to full‑time

Time Zone

Strong morning overlap with U.S. Eastern Time; works smoothly across UK / NY / LA stakeholder hours

Industry

New media production (commercial, branded, and podcast production)

Why Join Assist World?

REMOTE

$50 birthday bonus

$ testimonial bonus

$ tenure bonus every 6 months

$ entry monthly raffle