Operations & Bookkeeping Virtual Assistant Entertainment Management + TV/Film Acting Academy

We are looking for an exceptional, organized, detail-oriented Virtual Assistant in the Philippines to join two growing U.S.-based entertainment companies: Trillion Management and Actors’ Door.

This position offers the opportunity to work directly with an American talent manager and entrepreneur with nearly two decades of experience across television, film, music, Broadway, endorsements, and entertainment management.

Danny Estrada’s career has included work with notable clients and entertainment figures connected to Diana Ross, Motown Records founder Berry Gordy’s family, and producers behind major television productions including Netflix’s Emily in Paris.

His management work has involved actors appearing across ABC, CBS, NBC, Netflix, Disney+, HBO Max, Amazon, Apple TV+, major studio feature films, Broadway productions, and internationally recognized film festivals including Sundance, Tribeca, and SXSW.

Collectively, talent represented throughout Danny’s career has earned more than a dozen Emmy Award nominations for acting, including an Emmy Award win for Outstanding Actor in a Drama Series.

His clients have also participated in major endorsement campaigns with brands including Gucci, T-Mobile, DirecTV, Progressive, Volkswagen, Nestlé, Johnnie Walker, Captain Morgan, Jose Cuervo, and others.

You will work primarily with Actors’ Door, our private TV and Film acting academy, while gradually becoming involved with operations at Trillion Management.

This is an opportunity for someone who wants more than a traditional Virtual Assistant position.

We are looking for someone who wants to become a trusted member of our operation, understands accountability, loves organization, and takes pride in keeping the business running smoothly.

YOUR PRIMARY RESPONSIBILITIES

You will help oversee the administrative and financial operations of Actors’ Door.

Responsibilities will include:

• Maintaining our complete student database and operations spreadsheet

• Tracking student names, parents, contact information, coaches, recurring session times, start dates, attendance, tuition status, payment dates, make-up sessions, and jacket progression levels

• Making sure tuition payments are received beginning on the 1st of every month

• Reviewing Stripe or venmo, PayPal, cashapp, wise and payment records and identifying outstanding or failed payments

• Professionally following up with parents regarding outstanding tuition

• Maintaining accurate bookkeeping records for income, expenses, payroll, payments, and business transactions

• Assisting with QuickBooks and our bookkeeping systems or helping to build them

• Reconciling business records

• Preparing organized monthly financial and operational reports

• Monitoring the weekly coaching schedule

• Making sure every coach is covering their scheduled students

• Communicating with coaches regarding schedule changes

• Finding another available coach when a coach is unavailable

• Coordinating rescheduled sessions directly with parents

• Tracking completed, canceled, missed, and rescheduled sessions

• Making sure every student receives the appropriate number of sessions each month

• Maintaining professional Excel and Google Sheets reporting

• Managing company email and administrative communications

• Organizing Google Workspace, calendars, documents, and internal records

• Assisting with administrative projects for Trillion Management as your responsibilities grow

WHAT SUCCESS LOOKS LIKE

We want someone who knows what is happening inside the business without waiting to be asked.

At the beginning of each month, you should know:

How many students are active.
Who has paid.
Who has not paid.
Which payments failed.
How much revenue was expected.
How much was collected.
How much remains outstanding.

During the week, you should know:

Which students are scheduled.
Which coaches are working.
Whether anyone needs coverage.
Which sessions were completed.
Which sessions require make-ups.
Which parents require communication.

Organization and follow-through are extremely important in this position.

WHO WE ARE LOOKING FOR

You should be:

• Extremely organized and detail-oriented

• Strong with Excel and Google Sheets

• Comfortable working with numbers and bookkeeping

• Experienced with administrative operations

• Excellent in written English

• Professional communicating with American parents, clients, and team members

• Comfortable following up professionally regarding outstanding payments

• Confident handling scheduling problems

• Comfortable making decisions within established company procedures

• Reliable with deadlines

• Comfortable handling confidential client and financial information

• Able to work independently after training

• Interested in building a long-term career with growing companies

Experience with bookkeeping, QuickBooks, Stripe, Excel, Outlook, Google Sheets, Google Workspace, scheduling, customer service, accounts receivable, or administrative operations is strongly preferred.

Entertainment industry experience is not required.

An interest in television, film, acting, Broadway, talent management, or the entertainment industry is a strong plus.

For someone interested in entertainment, this position offers exposure to the business side of professional talent management, including how actors move from training into professional representation and careers in television, film, voiceover, commercials, and Broadway.

HOURS

Approximately 20 to 25 hours per week to start with room to grow more.

We operate on New York Eastern Time.

Some availability during U.S. afternoon and evening hours is important because Actors’ Door coaching sessions primarily occur after school hours.

There is significant opportunity for increased responsibilities, hours, and compensation based on performance.

COMPENSATION

Starting compensation is approximately $5 USD per hour.

We will review performance and compensation after the initial training period.

Our goal is to find someone interested in building a long-term relationship with our companies rather than completing short-term freelance work.

HOW TO APPLY

Please include:

1. A short introduction about yourself.
2. Your bookkeeping experience.
3. Your experience with Excel and Google Sheets and building systems and processes
4. Any experience managing schedules or communicating with customers.
5. Which bookkeeping or accounting software you have used.
6. Your current employment situation and availability.
7. Your desired hourly rate.
8. Your computer setup and internet connection.
9. Why working with an entertainment management company and acting academy interests you.

Please begin your application with the words ACTORS DOOR so we know you carefully read the entire posting.

Please also answer the following scenario:

Imagine we have 70 students.

Tuition is due on the 1st of every month.

Each student has a recurring weekly coach and session time.

On Tuesday morning, you notice six students have not paid their monthly tuition. At the same time, one coach reports being sick and has four students scheduled later that day.

Explain exactly what you would do, in order.