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

Operations & Agents’ Assistant - 60254382433