EXECUTIVE ASSISTANT TO THE PRESIDENT VERO BEACH SOCIAL MEDIA

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PART-TIME, HYBRID

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VERO BEACH, FL

Pay:

$20 to $23 per hour, based on experience, with a review at 90 days

Hours:

20-25 hours per week, Monday through Friday, generally 9:00 to 2:00. Primarily work from home, with in-person time for meetings with the President at our downtown Vero Beach studio and occasional client meetings.

Reports to:

Curtis Carpenter, President

ABOUT US

Vero Beach Social Media is an award-winning social media, video production, and marketing agency based on the Treasure Coast. We've won 18 American Advertising Awards and multiple Telly Awards, we operate our own production studio in downtown Vero Beach, and we work with a roster of local businesses, law firms, restaurants, nonprofits, and public agencies that most people in Indian River County would recognize. We're a small team with a big output, and we're hiring the person who keeps it running smoothly.

THE ROLE

Our President spends his best hours with clients and on the strategy behind their marketing. Our filming is handled by a contract videographer and our content by a dedicated production team. Everything else that keeps a client happy, the invoicing, the scheduling, the file hand-offs, the follow-ups, the paperwork, currently lands on his desk too. Your job is to take that over and run it better than he does. You'll be the first person a new client hears from after they sign and their day-to-day contact while we get them up and running, the person our clients call when they need something handled, the person who makes sure every invoice goes out on the 1st and gets paid, and the person who keeps the calendar and the CRM in order so nothing slips. This is not a social media or content role. Our content is produced by a dedicated team. This is an operations and client-service role for someone who likes being the most organized person in the room.

WHAT YOU'LL DO

Own client billing: prepare and send monthly invoices in Square, track payments, follow up on late accounts with a professional, friendly touch, and hand our bookkeeper a clean monthly summary of what was billed and collected. Run the President's calendar: book intro meetings, kickoffs, and one-off filming sessions with our contract videographer; confirm locations and call times; send reminders; keep community board commitments organized.

Own new-client onboarding:

run the intake checklist (logins, logos, fonts, brand folders, contacts, preferences), schedule the kickoff, be the client's day-to-day point of contact for routine questions during their first weeks, track what has been promised and delivered, and prepare a clean handoff to our production team.

Handle file delivery:

package and send finished videos, photos, and raw footage to clients via Dropbox; chase missing assets; track approvals.

Support sales:

format proposals and contracts in our template, log every proposal in HubSpot with a follow-up date, and prompt the President when follow-ups are due.

Coordinate with our production partner:

pass along files and monthly ad-budget allocations, and confirm monthly client reports went out.

Keep the administrative side tidy:

vendor paperwork, W-9s, contract renewals, subscriptions, studio supplies, and general inbox triage.

WHAT WE'RE LOOKING FOR

Three or more years as an executive assistant, office manager, or administrative lead at a small professional business (law, medical, real estate, financial services, or nonprofit experience is a plus).

Comfortable with money conversations:

you can ask a client for a late payment and keep the relationship warm. A clean, confident writer. Most of your day is email and you'll be writing on behalf of the President. Fluent with Google Workspace, Microsoft 365, Zoom, and Calendly; experience with Square, Dropbox, HubSpot, or Monday.com is a real advantage and we'll train the rest. Local to Indian River County with reliable transportation. Most days are from home; some days you'll meet the President at the studio or join a client meeting. Discreet, steady, and self-directed. You'll see client financials and confidential information, and you'll often be the one deciding what needs the President's attention and what doesn't.

WHAT YOU'LL GET

$20 to $23 per hour to start, with a 90-day review and a defined path to full-time in 2027 as the agency grows. A predictable, mostly work-from-home schedule that respects the part-time boundary. A seat inside a creative, award-winning agency and a front-row view of how local businesses grow. A boss who wants you to own your lane and will get out of your way.

HOW TO APPLY

Email your resume and a short note to info@verobeachsocialmedia.com with the subject line "Executive Assistant". In your note, tell us about a time you had to chase down a late payment or untangle a scheduling mess, and how it turned out. That's the job, and we'd rather hear about that than a cover letter.

Pay:

$20.00 - $23.00 per hour Expected hours: 20.0 - 25.0 per week

Benefits:

Flexible schedule Professional development assistance Retirement plan

Work Location:

Hybrid remote in Vero Beach, FL