Executive Assistant to Producer (Remote but Salt Lake City or Los Angeles base preferred)

Authentica Media • ,

7d • $65,000 - $80,000 • Remote

About The Position

This is not a typical executive assistant or production coordinator role. This is a role for someone who knows how to produce a person: someone who gets into the details, sees what’s stalled, and moves things forward before being asked, whether it’s about production, post-production or anything in between. If you’ve ever been the person who quietly kept everything on track while everyone else focused on the bigger picture, keep reading. We are an award-winning B2B creative video agency specializing in medtech and pharma. We create branded, documentary-style, interview-driven video content for clinicians, patients, and employees. Our team of 12 has tenure ranging from four to eleven years, because when people find us, they tend to stay. Our big, hairy, audacious goal: help bring 150 life-changing medical innovations to patients by 2034. The stories we tell influence whether patients seek treatment and how quickly clinicians adopt new technology. For that to happen, our Supervising Producer has to be fully available to do that work. Right now, she’s also managing follow-ups, coordinating logistics, and fielding communications that could be handled by someone else. That’s where you come in.

Requirements

• Close support experience with a founder, senior executive, or Supervising Producer, with references
• Familiarity with video or documentary production workflows, pre- and post-production
• Strong written communication, organizational instincts, and comfort with ambiguity
• High emotional intelligence: this role involves warm, direct communication with clients
• Hands-on fluency with AI tools and genuine drive to use them to get things done faster
• US-based, PST/MST core hours

Nice To Haves

• Demonstrated experience in both production and executive support, and references who can speak to it.
• Experience in healthcare, medtech, or marketing communications.

Responsibilities

• Work through the task list with the SP at each project phase: who’s doing what, by when, and what needs to happen to get there
• Coordinate shoot logistics: locations, wardrobe and prop lists, patient communications, calendar holds, and travel
• Track tasks across active projects and surface what’s falling behind before anyone has to ask
• Additional team support as needed
• Set up editor kickoffs, attend handoff calls, send client review emails, and chase outstanding assets and approvals
• Track edit script updates, parse client notes, build graphics lists, log footage, and QC deliverables
• Handle wrap logistics: upload releases, process receipts, create crew photo albums, and send thank-you emails
• Lead daily check-ins, organize the SP’s Productive task list, and protect her time blocks
• Prep the SP for calls, attend client meetings, and send follow-up emails capturing action items
• Triage email and follow-up threads; flag overdue reviews; draft and send communications on her behalf

Benefits

• Contract to start.
• Full-time (40 hrs/week), remote and US-based.
• Salt Lake City or Los Angeles preferred, where our SP is based, for occasional in-person collaboration.
• Must work PST/MST core hours.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed