Administrative Assistant

This is a Part Time Job

Location: Remote/ Hybrid - mostly remote
Hours: 10-20 hours/week (flexible, based on needs, $25 an hour)
Commitment: Long-term contract (minimum 2-year commitment)

Overview
We are seeking a highly organized, and proactive part-time administrative assistant to support a working musician/composer/nonprofit cofounder and her creative, globally mobile family. This position is ideal for someone who excels at multitasking, communicates effectively, and enjoys creating structure amidst a dynamic, fast-paced environment. This is a remote role with flexible hours and opportunities for autonomy and long-term growth.

Key Responsibilities
Administrative & Personal Support
• Manage and organize calendars, emails, scheduling links, and appointments
• Monitor inbox daily, respond or draft replies, and tag or flag key messages for review
• Send calendar invites and reminders for meetings, family logistics, travel, and household tasks
• Organize recurring appointments (doctor, pet care, child-related) and home maintenance schedules
• Track and follow up on ''to-do'' and ''waiting for'' tasks; send reminders as needed
• Maintain Google Drive/Docs and ensure up-to-date organization of all documents and archives
• Help compile weekly agendas and assist with organizing schedules, checklists, and team task lists

Project & Workflow Management
• Check in weekly on progress, priorities, and evolving needs
• Monitor assigned task management system
• Maintain or create SOPs for regular tasks and help streamline processes
• Draft recap and tackle lists each Friday and Monday

Communication & Team Coordination
• Assist with professional communication and lead follow-ups (creative work, collaborations, vendors, etc.)
•.Maintain and update CRM (Folk), tagging contacts properly and keeping outreach status current
• Oversee responses on LinkedIn, Instagram, Facebook, and other professional platforms; monitor comments/messages
• Act as liaison and scheduler for team members, consultants, and collaborators

Digital Calendar & Planning
• Oversee weekly/monthly calendar-coordinate meetings, sessions, appointments, and family logistics
• Keep a shared content and communications calendar updated (note: does not include content creation)
• Share relevant calendar notes via text reminders the night before important meetings or deadlines
• Help keep online profiles (websites, portfolios) up to date as needed

Light Support Tasks (As Needed)
• Check physical mail, scan and organize any invoices or financial items for the family's business manager
• Help maintain schedules for personal/family to-dos (mail, bills, regular errands)
• Occasionally assist in document prep, board meeting agendas, or light research tasks
• Support with partnership follow-ups and coordination

Qualifications
• Minimum 1-2 years of experience as an assistant, project manager, or operations coordinator
• Excellent written communication and time management skills
• Proactive self-starter: able to identify what needs to be done without direction
• Exceptionally organized, detail-oriented, and dependable
• Strong digital skills (Google Workspace, Zoom, calendar tools, basic spreadsheet management)
• Experience with CRM platforms (Folk preferred but not required)
• Cool-headed and adaptable in a fluid and evolving work environment
• Type A tendencies welcome - especially if balanced with warmth and creativity
• Familiarity with the creative industries or entertainment world a plus, but not required