Creative Executive Assistant & Content Operations Coordinator

Creative Executive Assistant & Content Operations Coordinator

**Company: DeVos Media Productions**

DeVos Media Productions is a growing, faith-based video marketing company serving businesses throughout West Texas. We produce cinematic media, social content, and creative marketing campaigns for clients in real estate, HVAC, luxury home styling, and the title industry.

We are looking for a highly organized, creative, and forward-thinking Virtual Assistant to work closely with the owner and help manage the day-to-day operations of our client accounts.

This is primarily an **executive assistant, project coordination, Canva, and content-planning position**. It is not a professional videographer or advanced video-editing role. We already have a professional editor who handles our larger cinematic projects.

The right person will help turn creative ideas into organized action plans, anticipate upcoming needs, coordinate projects, and ensure that nothing falls through the cracks.

## The Purpose of This Role

The owner of DeVos Media Productions handles client relationships, filming, sales, and creative direction. Your responsibility will be to help organize those ideas, maintain the production workflow, and plan the next steps for each client.

We need someone who can do more than wait for instructions.

You should be able to review a client’s account, understand their goals, and proactively recommend what should happen next. This could include recognizing that a client needs a new carousel, planning next month’s content, identifying missing brand assets, preparing a shoot outline, or following up with an editor before a deadline.

The goal is to create enough organization and forward planning that the owner does not have to personally strategize every small next step.

## Primary Responsibilities

### Executive and Organizational Support

* Help the owner stay organized across multiple clients, projects, shoots, and deadlines.
* Maintain a clear overview of active projects, upcoming deliverables, and unfinished assignments.
* Turn conversations, voice notes, and creative ideas into organized task lists and action plans.
* Help prioritize daily and weekly responsibilities.
* Identify loose ends, missing information, approaching deadlines, and potential problems.
* Provide clear progress updates without requiring the owner to request them.
* Prepare weekly summaries of completed work, current priorities, and upcoming needs.
* Follow up on delegated assignments and help hold the production team accountable.
* Reduce the amount of information and unfinished work the owner must keep track of mentally.

### Proactive Planning and Creative Strategy

* Think ahead about what each client may need next.
* Review client content calendars and recommend upcoming topics, campaigns, or deliverables.
* Help create monthly and weekly content plans for each account.
* Identify gaps in content, branding, scheduling, or project preparation.
* Turn the owner’s creative vision into practical timelines, checklists, and assignments.
* Conduct basic research to support content ideas and client campaigns.
* Help plan seasonal campaigns, social media series, shoot concepts, and promotional content.
* Prepare ideas before meetings so the owner can make decisions quickly.
* Learn each client’s goals, audience, brand voice, and visual identity.
* Present thoughtful recommendations instead of only waiting for step-by-step instructions.

This person will not be solely responsible for developing the company’s strategy, but they should be able to help carry the vision forward and anticipate logical next steps.

### Client Project Management

* Maintain a master list of deliverables for each client.
* Track projects from initial idea through production, editing, approval, scheduling, and publication.
* Create project briefs and assign clear deadlines.
* Monitor the status of videos, photographs, carousels, captions, thumbnails, and scheduled posts.
* Coordinate with the professional video editor and provide the correct files, instructions, branding assets, and deadlines.
* Track revisions and confirm that requested changes are completed.
* Make sure approved content reaches the correct platform on time.
* Flag anything that could delay a project or client delivery.

### Google Drive and File Organization

* Organize raw video footage and photography after each shoot.
* Create consistent folders for each client, shoot, and deliverable.
* Label files clearly by client, date, project, location, and content type.
* Separate raw media, editing assets, working drafts, revisions, approved content, and final deliverables.
* Place footage and instructions in the appropriate folders for the professional editor.
* Maintain organized libraries of logos, headshots, brand guides, templates, music, and reusable assets.
* Ensure that important files are easy to locate and are not a ---------- overwritten or deleted.
* Keep Google Drive organized as the number of clients and projects increases.

### Canva Content Creation

* Create and update content using established Canva templates.
* Produce Instagram carousels, educational graphics, property posts, before-and-after designs, promotional graphics, covers, and thumbnails.
* Update templates with new images, text, statistics, contact information, and calls to action.
* Maintain the correct fonts, colors, layouts, and branding for every client.
* Create visually clean, professional content without disrupting the established design system.
* Resize and export content for the appropriate social media platforms.
* Organize Canva folders, templates, client brand kits, and completed designs.
* Use good judgment regarding spacing, readability, hierarchy, and visual consistency.

Advanced graphic design is not required, but the candidate must be confident in Canva and have a strong eye for clean, professional content.

### Social Media Scheduling

* Maintain content calendars for DeVos Media Productions and its clients.
* Upload and schedule approved posts through Metricool.
* Schedule content across Instagram, TikTok, Facebook, YouTube, and other assigned platforms.
* Add approved captions, hashtags, locations, calls to action, contact information, and disclaimers.
* Confirm that every post uses the correct media, caption, client account, platform, date, and time.
* Balance the schedule so similar topics or visual styles are not repeatedly posted together.
* Maintain a scheduling report showing what has been scheduled and when it will be published.
* Identify empty dates or missing content before they become urgent.

### Content and Quality Control

* Review all graphics, carousels, captions, and scheduled posts before publication.
* Check spelling, grammar, formatting, logos, contact information, disclaimers, and calls to action.
* Confirm that every deliverable follows the correct client brand guidelines.
* Check that posts are properly sized and formatted for each platform.
* Review work from editors and identify obvious mistakes, missing instructions, or inconsistencies.
* Confirm that revisions have been completed correctly.
* Catch preventable mistakes before content reaches the client or the public.

### Light Video and Photo Support

Professional cinematic editing is not the primary responsibility of this position.

The VA may occasionally be asked to:

* Trim simple clips.
* Resize videos for different platforms.
* Add basic captions, logos, music, or calls to action.
* Export simple social media content.
* Crop, resize, or lightly enhance photographs.
* Create basic reels or slideshows from approved content.

Complex commercials, cinematic real estate videos, and major client edits will be handled by our professional video editor.

## Tools Provided

DeVos Media Productions will provide access to the tools needed for the position, including:

* Canva
* Metricool
* ChatGPT
* Claude
* Google Drive
* Google Docs
* Google Sheets
* Other approved organizational or editing tools

Candidates do not need to purchase these subscriptions personally. However, they should already understand—or be willing to quickly learn—how to use them effectively.

AI tools may be used to help develop content ideas, captions, briefs, checklists, calendars, and project plans. All AI-assisted work must still be reviewed for accuracy, natural wording, brand consistency, and professionalism.

## Required Qualifications

* Excellent organization and time-management skills.
* Strong written and verbal English communication.
* Confidence using Canva for professional social media content.
* Experience organizing files and projects in Google Drive.
* Familiarity with social media scheduling and content calendars.
* Comfortable using ChatGPT, Claude, and other AI-assisted tools.
* Strong attention to detail.
* Ability to manage several clients and deadlines simultaneously.
* Ability to follow an established brand guide and content strategy.
* Proactive mindset and willingness to think ahead.
* Good judgment when determining priorities and next steps.
* Ability to work independently after receiving the necessary context.
* Willingness to ask clear questions when important information is missing.
* Dependable communication and consistent availability.
* Comfortable receiving feedback and making revisions.

## Preferred Experience

* Executive assistant or online business manager experience.
* Project management for a creative agency or social media company.
* Real estate, home-service, interior design, HVAC, or local-business marketing.
* Creating Instagram carousels, social graphics, and thumbnails.
* Managing multiple client content calendars.
* Coordinating with remote editors or creative contractors.
* Writing or refining social media captions.
* Performing content quality control.
* Turning voice notes or rough ideas into organized project plans.

## The Ideal Candidate

The ideal candidate is equal parts organized assistant, creative problem-solver, and project coordinator.

You take ownership of assignments and do not require repeated reminders. You notice when something is missing, understand how one task affects another, and communicate before a potential problem becomes urgent.

You are comfortable saying things such as:

* “This client only has two weeks of content remaining, so I prepared ideas for next month.”
* “The editor is missing two files, so I organized and sent them.”
* “This carousel needs a stronger call to action before we schedule it.”
* “We have a seasonal opportunity coming up, so I prepared a campaign outline.”
* “These three deliverables are due this week, and this is the order I recommend completing them.”
* “The client’s content is becoming repetitive, so I developed several new content categories.”

We want someone who can learn the owner’s vision, understand the different clients, and eventually help guide routine next steps without needing every decision to be explained individually.

Because DeVos Media Productions is a faith-based company, candidates should be comfortable working around Christian values and occasional faith-based messaging. You do not have to share every belief, but you must respect the company’s mission, values, clients, and creative direction.

## To Apply

Please include:

1. A brief introduction and summary of your relevant experience.
2. Examples of Canva graphics, social media carousels, or content calendars you have created.
3. A description of your experience as an executive assistant, project coordinator, or social media assistant.
4. An example of a time you anticipated a client’s or manager’s needs without being given step-by-step instructions.
5. A description of how you organize multiple clients, deadlines, and deliverables.
6. Your experience with Canva, Metricool, ChatGPT, Claude, Google Drive, and similar tools.
7. Your availability, time zone, preferred weekly hours, and expected rate.
8. A description of how you would organize raw footage, editing instructions, drafts, revisions, and final deliverables.
9. Confirmation that you are comfortable working with faith-based content.

Please begin your application with the phrase **“Creative Vision”** so we know you carefully read the complete description.

Shortlisted candidates may be invited to complete a small paid trial assignment involving Canva design, Google Drive organization, content planning, scheduling, and quality control.