VA/EA

Operations & Project Coordinator (Executive Assistant to Founder)

Company: Spark Media House — growth marketing agency

About us

Spark Media House is a boutique growth marketing agency working with outdoor, hunting, fishing, and direct-to-consumer lifestyle brands across the United States. We run paid media, email marketing, and full creative production — including video shoots on location across the US.

The role in one sentence

You keep every project moving forward.

What you'll own:
Production traffic management (~55% of your time)

This is the core of the job.

Maintain a single master board of every active deliverable — video edits, email campaigns, ad creative — with owner, due date, and current status. You are the only person who needs to know where everything stands at all times.
Chase contract editors, designers, and email specialists for status updates on a set cadence. Follow up until you get an answer. Do not wait to be asked.
Flag at-risk deadlines to the founder before they slip, with a proposed fix.
Run a written QC checklist against every deliverable before it reaches the founder for review — correct file specs, correct aspect ratios, correct naming, brief requirements met, no obvious errors. Send it back to the editor if it fails. The founder should be approving work, not repairing it.
Schedule and prep review calls; capture notes and turn them into assigned action items with due dates.

Executive support (~25%):
Manage the founder's inbox: triage, sort, draft replies for approval, surface what actually needs him.
Own the calendar: schedule client calls, protect focus blocks, handle rescheduling.
Prepare meeting agendas and pre-read materials; capture and distribute notes.
Assemble recurring client reports from data the founder or platform exports provide.

Business development support (~15%)
Keep the CRM clean and current: no duplicates, no stale stages, no missing follow-ups.
Research and build prospect lists against a defined ideal-client profile — outdoor and DTC brands showing specific hiring and growth signals we'll teach you to spot.
Enrich records with contact details, company data, and a personalization hook for each prospect.
Send pre-approved outreach messages from the founder's account only, using personalization the founder supplies. Log every send and reply. Route all replies to the founder immediately — you will never write or send an unapproved message.

Documentation (~5%, ongoing)
Every process you run, you document. Every recurring task gets a written SOP with screenshots.
By month six, someone new should be able to do 80% of your job from your documentation. This is a permanent requirement of the role, not a one-time project.

You must have:

3+ years in project coordination, production coordination, operations, or executive assistance — for a US-based agency, studio, or marketing team, or founder.
Excellent written English. You'll be drafting emails sent under the founder's name. We will test this.
Demonstrated comfort following up with people. This job requires politely refusing to let something drop. If following up three times makes you uncomfortable, you will not enjoy this.
Strong Google Workspace skills — Gmail, Calendar, Drive, Sheets.
Experience with a project management platform ( ---------- , Asana, ClickUp, Notion, or similar).
Reliable high-speed internet, a backup connection, and a quiet place to take calls.
Ability to work a schedule with four hours of daily overlap with US Mountain Time.

Nice to have:
Experience in an agency, video production, or creative studio environment.
Familiarity with ---------- specifically.
Experience with a CRM (HubSpot, Pipedrive, Close, or similar).
Familiarity with video file formats, delivery specs, and review tools like ---------- .
Exposure to Klaviyo, Meta Ads Manager, or Google Analytics — enough to pull a report, not to run a campaign.

First 90 days — what success looks like:

Day 30

Master deliverable board is live and accurate, with every active project loaded.
You are running the daily editor chase without being reminded.
Founder's inbox and calendar are fully under your management.

Day 60

QC checklist is written and in use; the founder is no longer correcting editor errors himself.
CRM is fully cleaned and current.
Three core SOPs documented.

Day 90

Zero missed client deadlines attributable to a tracking or follow-up failure.
A defined number of qualified prospects researched, enriched, and loaded per week.
Founder is spending at least 10 fewer hours per week on coordination and administration than he was on day one.

Long-term role. We are hiring someone we intend to keep and grow.

Include:

A video recording of yourself explaining your experience in this type of role and why you think you are a good fit.
Which project management tools you've used and for how long.
Your typical available working hours in Philippine Standard Time.
Your CV.

Applications missing the subject-line keyword will not be reviewed.