Role Overview:
We are seeking a detail-oriented and proactive Virtual Assistant to support our video production company with administrative and proposal-related tasks. This role is ideal for someone with a strong understanding of video production workflows who can assist in pricing projects, managing incoming leads, and handling general administrative duties. The assistant will work closely with our Production Director and Film Director to ensure smooth coordination and timely responses to client inquiries.
Scope of Work:
The Virtual Assistant will be responsible for a mix of administrative, coordination, and proposal support tasks, including but not limited to:
- Assisting with pricing and preparing proposals for video production projects
- Managing and responding to incoming leads, particularly during high-volume periods
- Updating and maintaining lead information in the CRM system
- Coordinating with the Production Director / Film Director regarding project requirements
- Using existing procedures and templates to prepare proposals and documentation
- Performing general administrative tasks such as:
- Gathering invoices and forwarding them to the accounting team
- Organizing files and records
- Supporting ad hoc operational tasks as needed
- Assisting with internal communication and coordination via collaboration tools
Note: This role does not require hands-on video editing. However, an understanding of video production and post-production workflows is essential.
Qualifications & Experience:
- Experience working with a video production house, film production company, or similar creative agency
- Understanding of video production and post-production processes, particularly in project scoping and pricing
- Previous experience in an administrative, proposal coordination, or operations support role
- Strong organizational skills and attention to detail
- Ability to manage multiple leads and tasks efficiently
- Quick learner with the ability to follow established procedures and templates
- Experience working with or pricing projects for the Dubai/UAE market is a plus
- Familiarity with agency or production company workflows
Tools & Systems Required:
Candidates should have experience with or be willing to quickly learn the following tools:
- CRM: HubSpot
- Project Management: monday.com | The AI work platform
- Communication: Slack, WhatsApp
- General Admin Tools: Google Workspace or equivalent
Shifts & Hours:
- Starting with a minimum of 10–15 hours per week; semi-flexible shift
- Some availability may be required for meetings that align with Dubai or international time zones
- Final schedule to be mutually agreed upon
- Target Start Date: Flexible / As Soon As Available
- Hiring is not urgent; quality and fit are the priority