About Us
At Near, we help top talent in Latin America find remote roles with US companies. Our mission is to create better lives by fostering a remote work culture that transcends borders.
About Our Client
Our client is a Chicago-based media production company that works with real estate and corporate clients across the US. They are looking for an Executive Assistant & Operations Coordinator to manage the operational workflow from client inquiry through project completion and payment.
About the Role
We are looking for an Executive Assistant & Operations Coordinator to support the day-to-day operations of the business. This is not a traditional calendar management role. Instead, you'll coordinate client intake, proposals, project bookings, production logistics, project delivery, invoicing, and follow-up to ensure projects move smoothly from start to finish.
You'll work closely with the founder and help maintain accurate systems, documentation, and operational processes across the business.
Responsibilities
- Respond to new client inquiries and manage the opportunity pipeline
- Prepare proposals using approved pricing and templates
- Coordinate project bookings, including scope, schedule, contacts, billing, and production details
- Manage production logistics, including call times, locations, crew, permits, certificates of insurance (COIs), equipment, and contingencies
- Track projects through editing, client review, approval, and final delivery
- Follow up with clients to obtain feedback and confirm successful file delivery
- Prepare and send invoices, track deposits, monitor due dates, and follow up on outstanding balances
- Keep CRM and operational systems accurate and up to date
- Create and maintain SOPs, templates, and checklists
- Support the founder by resolving routine operational matters and escalating decisions when needed
- Work alongside AI and automation tools that assist with communications, exception tracking, and repetitive tasks
What We're Looking For
- 3+ years of experience in executive support, business operations, production coordination, project coordination, or client services
- Experience managing multiple clients, projects, deadlines, and stakeholders simultaneously
- Excellent written English skills for client communication, status updates, meeting notes, and SOP documentation
- Experience maintaining accurate CRM or shared systems
- Strong attention to detail with dates, documentation, contacts, and numbers
- Good judgment regarding priorities, discretion, and escalation
- Resourceful, organized, and persistent while maintaining professionalism
- Experience in media production, photography, video, events, hospitality, real estate, or agency environments is a plus
- Familiarity with proposals, invoicing, deposits, and accounts receivable is a plus
- Experience supporting a founder is a plus
- Familiarity with AI tools and automation is a plus
- Experience with tools such as Pipedrive, QuickBooks Online, ClickUp, Google Workspace, Slack, proposal platforms, scheduling tools, or similar software is preferred
Perks – What's in It for You?
- Compensation: Fixed salary of $1,500 USD per month
- Fully remote opportunity
- Work directly with the founder
- Chicago business hours with dependable daytime coverage. Occasional early mornings, evenings, or weekends may be required for production support and will be planned in advance.
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