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

🚨 READ THIS FIRST No Easy Apply. Be careful using AI in your writing. We are humans who want to see the real YOU. 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. Who We Are 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. The Role You’ll work directly with our Supervising Producer (SP), serving as an extension of her attention. You’ll know what’s on her plate, what’s been sitting too long, and what needs to happen next — clarifying expectations upfront, driving delegation, and flagging what’s at risk before it becomes a problem. You’ll live in two places: the SP’s workflow and Productive, our project management system. What You’ll Do Production support 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 Post-production support 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 Supervising Producer support 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 Who You Are Ideally you have demonstrated experience in both production and executive support, and references who can speak to it. Beyond that: You manage up naturally and own tasks end-to-end, clarifying expectations upfront and never waiting for reminders You communicate clearly and warmly with high EQ: with clients, patients, vendors, and the SP alike You bring structure to ambiguity, write with clarity and professionalism, and reach for AI tools instinctively to reduce friction and move faster You’re proactive without being pushy, and you know the difference between surfacing a problem and creating noise Must-haves 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 Bonus points: Experience in healthcare, medtech, or marketing communications. Not a fit if… You prefer a clearly defined task list and need a lot of direction to get started You’re hoping this role leads into producing or storytelling. This role produces the producer; it doesn’t create the content You’re skeptical of AI or set in your ways. We’re building new systems here, and this person builds them with us What Success Looks Like The SP ends her week with fewer things stuck on her list than she started with Patient communications, post-production logistics, and client follow-ups are moving without her involvement You’ve flagged at least one thing that would have slipped through the cracks You and the SP are in sync: she knows you’ve got it, and you know what “got it” means to her Details 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. Salary $65,000 – $80,000 / year DOE.