Operations & Agents’ Assistant - 60254382433

Role:  Operations & Agent's Assistant

Priority Location: South Africa & Latin America

Working Hours: 10am - 6pm (Mon - Fri) EST 

Salary Range: $400/week (~$10/hr) USD ($) (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)

Type of contract: Independent Contractor 

Type of job: Remote

About the Company:
Our client is a boutique talent representation agency based in New York City representing a curated roster of top-tier creative professionals across the commercial photography and production industry.

Their roster includes photographers, directors, directors of photography (DPs), hair & makeup artists, wardrobe stylists, and set/prop/food stylists. The agency plays a key role in connecting creative talent with leading commercial, editorial, and brand clients—helping manage bookings, negotiations, and production coordination across a fast-moving, highly detail-oriented industry.

As a small and highly collaborative team, Our client operates with a hands-on, high-trust environment where speed, precision, and organization directly impact business success.

About the Role: 

Our client is hiring a full-time Operations & Agents’ Assistant to support the agency’s agents with day-to-day operational execution, administrative workflows, and digital asset management.

This is a behind-the-scenes, non-client-facing role focused on keeping the agency’s systems, content, and tools running smoothly. You will work closely with agents to execute defined workflows while also independently owning recurring operational tasks.

The ideal candidate is extremely organized, tech-savvy, proactive, and comfortable working in a fast-paced creative environment where priorities can shift quickly.

You will act as a key operational backbone for the team—ensuring assets, databases, communications, and website content are consistently accurate, up to date, and well maintained.

Key Responsibilities:

Operations & Administrative Support

• Support agents with day-to-day operational and administrative tasks
• Manage recurring workflows and ensure tasks are completed accurately and on time
• Flag issues, inconsistencies, or inefficiencies proactively
• Support internal coordination across a small, fast-moving team

CRM & Contact Management (HubSpot)

• Maintain and update contact records in HubSpot
• Assist with CRM organization, tagging, and list hygiene
• Ensure data accuracy across talent and client databases

Email Marketing & Lists (Flodesk)

• Support email marketing workflows and mailing list management
• Assist in building and organizing email campaigns
• Maintain segmented lists and ensure proper audience targeting

Website & Content Updates (Squarespace)

• Upload and update talent profiles, images, and portfolio assets
• Maintain website content accuracy and structure
• Support ongoing site organization and backend updates

Creative Asset Management

• Download, organize, and manage large image/video files
• Resize, format, and prepare assets for web and marketing use
• Create simple GIFs and optimize media for different platforms
• Organize and maintain internal digital asset archives

General Systems & Tools

• Work across Google Sheets and Google Workspace for tracking and coordination
• Support operational tooling and workflow improvements as needed
• Assist with light automation or process improvements where possible

Required Skills & Experience:

• Experience with CRM platforms (HubSpot preferred)
• Experience with email marketing tools (Flodesk or similar)
• Strong proficiency in Google Sheets / Google Workspace
• Familiarity with Squarespace or similar website CMS tools
• Comfortable managing digital files (images, video, formatting, resizing)
• Ability to work independently during EST business hours
• Strong organizational and time management skills

Preferred Skills & Experience:

• Prior experience supporting a creative agency, talent agency, production company, or media team
• Familiarity with tools such as HubSpot, Flodesk, Make.com, Squarespace
• Experience working in remote, fast-paced, small team environments
• Exposure to creative workflows (photography, production, marketing assets)

Ideal Candidate Profile:

You are someone who:

• Thrives in structured but fast-changing environments
• Works independently with strong attention to detail
• Is highly organized and reliable with recurring tasks
• Communicates clearly and proactively when instructions are unclear
• Enjoys working behind the scenes in a creative industry