[Hiring] Executive Assistant to Producer @Authentica Media

Role Description

This is not a typical executive assistant or production coordinator role. This is a role for someone who knows how to produce a person: someone who gets into the details, sees what’s stalled, and moves things forward before being asked, whether it’s about production, post-production or anything in between.

You’ll work directly with our Supervising Producer (SP), serving as an extension of her attention. You’ll know what’s on her plate, what’s been sitting too long, and what needs to happen next — clarifying expectations upfront, driving delegation, and flagging what’s at risk before it becomes a problem.

You’ll live in two places: the SP’s workflow and Productive, our project management system.

What You’ll Do

• Production support
  • Work through the task list with the SP at each project phase: who’s doing what, by when, and what needs to happen to get there.
  • Coordinate shoot logistics: locations, wardrobe and prop lists, patient communications, calendar holds, and travel.
  • Track tasks across active projects and surface what’s falling behind before anyone has to ask.
  • Additional team support as needed.
• Post-production support
  • Set up editor kickoffs, attend handoff calls, send client review emails, and chase outstanding assets and approvals.
  • Track edit script updates, parse client notes, build graphics lists, log footage, and QC deliverables.
  • Handle wrap logistics: upload releases, process receipts, create crew photo albums, and send thank-you emails.
• Supervising Producer support
  • Lead daily check-ins, organize the SP’s Productive task list, and protect her time blocks.
  • Prep the SP for calls, attend client meetings, and send follow-up emails capturing action items.
  • Triage email and follow-up threads; flag overdue reviews; draft and send communications on her behalf.

Qualifications

• Demonstrated experience in both production and executive support.
• Manage up naturally and own tasks end-to-end, clarifying expectations upfront and never waiting for reminders.
• Communicate clearly and warmly with high EQ: with clients, patients, vendors, and the SP alike.
• Bring structure to ambiguity, write with clarity and professionalism, and reach for AI tools instinctively to reduce friction and move faster.
• Proactive without being pushy, knowing the difference between surfacing a problem and creating noise.

Requirements

• Close support experience with a founder, senior executive, or Supervising Producer, with references.
• Familiarity with video or documentary production workflows, pre- and post-production.
• Strong written communication, organizational instincts, and comfort with ambiguity.
• High emotional intelligence: this role involves warm, direct communication with clients.
• Hands-on fluency with AI tools and genuine drive to use them to get things done faster.
• US-based, PST/MST core hours.

Bonus Points

• Experience in healthcare, medtech, or marketing communications.

What Success Looks Like

• The SP ends her week with fewer things stuck on her list than she started with.
• Patient communications, post-production logistics, and client follow-ups are moving without her involvement.
• You’ve flagged at least one thing that would have slipped through the cracks.
• You and the SP are in sync: she knows you’ve got it, and you know what “got it” means to her.

Details

• Contract to start.
• Full-time (40 hrs/week), remote and US-based.
• Remote, but Los Angeles preferred for occasional in-person collaboration.
• Must work PST/MST core hours.
• Salary $75,000 – $90,000 / year DOE.