Executive \& Personal Assistant
Big Event Media
Austin, TX \| Hybrid \| Part\-Time to Full\-Time
Location: Austin, TX (Hybrid — Remote \+ In\-Person)
Type: Part\-Time to Start (15–25 hrs/week), with path to Full\-Time
Pay: $20/hr to start then $25/hour after 6 months
Benefits: Option to join health plan after 6 months. Opportunity for growth into a senior operations role or other roles in the company.
About Us
Big Event Media is a growing creative production company based in Austin, TX. We specialize in event photography, videography, and visual storytelling for conferences, corporate events, and brands nationwide — working with clients like HLTH, PCMA, and Getty Images.
Our founder runs the business with a small, tight\-knit team and is looking for a right\-hand person who can handle both the business side and the personal side of a busy creative entrepreneur’s life.
This isn’t a sit\-at\-a\-desk\-and\-answer\-phones role. You’ll be the operational backbone — keeping the business running smoothly while also helping manage the day\-to\-day logistics of life so our CEO can focus on clients, creative work, and growth.
What You’ll DoBusiness Operations (60%)
* Email \& Calendar Management: Triage the inbox daily, flag what needs attention, draft responses, and keep the calendar organized. Coordinate with our team lead Maria and external clients to make sure nothing falls through the cracks.
* Finance \& Bookkeeping Support: Help manage invoices, track expenses, reconcile transactions, follow up on payments, and keep our financial records organized. Experience with QuickBooks or similar tools is a plus.
* Client \& Vendor Coordination: Follow up with clients on contracts, quotes, and deliverables. Coordinate with photographers, videographers, and editors on production schedules.
* File \& Document Organization: Keep Google Drive, Dropbox, and our project management system (Notion) clean and organized. Archive completed projects, maintain folder structures, and ensure the team can find what they need.
* Travel \& Event Logistics: Book travel, coordinate hotel stays, manage event credentials, and handle insurance certificates and compliance paperwork for shoots.
* Administrative Tasks: PO Box management, mail handling, research tasks, and any other business operations that come up.
Personal \& Home Assistance (40%)
* Household Management: Help coordinate home maintenance, manage deliveries, schedule service appointments, and handle returns/exchanges.
* Personal Scheduling: Book personal appointments (medical, dental, etc.), manage personal subscriptions, and coordinate plans.
* Errands \& Lifestyle Support: Occasional in\-person errands in the Austin area — pickups, drop\-offs, returns, etc.
* Personal Finance Support: Help track personal spending, organize receipts, and keep personal admin tasks from piling up.
* Pet \& Family Coordination: Occasional coordination around pet care, family events, and shared household responsibilities.
Who You Are
* Organized and proactive. You don’t wait to be told what’s next — you see what needs doing and handle it. You keep lists, you follow up, you close loops.
* Comfortable with technology. You’ll use Notion, Google Workspace, and various online tools daily. You don’t need to be a tech expert, but you should be comfortable learning new tools quickly.
* Discreet and trustworthy. You’ll have access to financial information, personal details, and business strategy. Confidentiality is non\-negotiable.
* Great communicator. You can write a professional email, send a friendly text, and know when each is appropriate. You’re comfortable communicating with clients, vendors, and team members.
* Flexible and adaptable. Some weeks are heavier on business tasks, others on personal. The mix shifts, and you’re comfortable with that. Event weeks may require more availability.
* Austin\-based. While much of this role is remote, periodic in\-person tasks (errands, event support, organizing) require you to be local to the Austin area.
Nice to Have (Not Required)
- Experience in the events, photography, or creative industry
- Familiarity with bookkeeping tools (QuickBooks, Tiller, etc.)
- Experience with Notion or similar project management tools
- Background as an executive assistant, virtual assistant, or office manager
- Comfort with AI tools (we use them extensively and will train you)
- Flexible schedule — we care about results, not when you’re online
- Creative environment — you’ll be part of a small team doing interesting work with major events and brands
- Flexible schedule
- Health insurance
- Austin, TX 78789 (Required)
Other Details
How to Apply
Send a brief message about why this role interests you and what makes you a good fit. Include any relevant experience — formal or informal. We value personality and reliability as much as a polished resume.
We’re a small team that moves fast and treats each other well. If you’re the kind of person who gets satisfaction from making chaos organized, we’d love to hear from you.
Pay: From $25\.00 per hour
Expected hours: 20\.0 – 60\.0 per week
Benefits:
Ability to Commute:
Work Location: Hybrid remote in Austin, TX 78789