Assistant

Ella Halikas"”a self-made model, influencer, and confidence coach"”is seeking a highly organized and proactive Administrative Assistant to support her growing brand. This part-time role (approximately 12 hours per week) is a hybrid position, requiring both virtual and occasional in-person assistance in the Los Angeles area. The ideal candidate is a detail-oriented woman with a flexible schedule, has experience in administrative and/or influencer-related support, is a quick learner, and has a background in marketing, social media, or brand partnerships. This position offers long-term growth potential, with the opportunity to evolve into a full-time role as the brand expands.2-3 hours a day (On average, 12.5 hours per week)Ideally, one day in-person (hybrid role)Organized, passionate for the social media agencyLong-term position to grow with EllaFlexible scheduleStarting at $25/hour (negotiable down the line)Preferably LA-basedKey ResponsibilitiesAdministrative SupportManage and check emails daily, forwarding new opportunities to Ella, her manager, and her team.Respond to DMs for gifting opportunities and brand deal inquiries, forwarding relevant work opportunities to Ella.Create and maintain a shared daily task list (via Notes) for coordination with Ella.Send contracts to Paul (Ellas legal contact) using our template and confirm with Ella before sending.Communicate with Ella and her schedule via a dedicated group chat with Ella and relevant team members.Schedule and coordinate calls, meetings, lunches, and appointments (e.g., nails, massages, hair, showroom visits).Creating calendar invites for meeting with a zoom linkHandle Ella's daily task list and organize it in shared notes for easy tracking.Maintain and update invoicing and job tracking spreadsheets for payments, deadlines, and schedules.Ensure all team members sign an NDA before starting work with Ella.Content and Social Media ManagementPull organic and brand insights for content performance.Update Ella's Instagram and TikTok highlights weekly.Create and maintain a shared album for DMs and responses to track communication.Manage Ella's content calendar, including brand deals and organic content.Send updated time blocks of travel to Ella's agents and manager.Update Ella's press kit monthly.Brand and Collaboration ManagementRespond to brand and gifting opportunities, coordinating directly with Ella and her team.Forward inbound inquiries to Ella.Handle contracts for brand deals, ensuring proper review and communication.Manage brand deal invoicing and ensure timely follow-ups for payments.Track payments, adding updates to the calendar and notes on jobs still awaiting payment.Organize and upload receipts/write-offs for the accounting team and maintain accurate financial records.Travel and Event CoordinationOrganize flight schedules and provide detailed itineraries for work and personal trips.Coordinate travel details with agents and managers, ensuring time blocks are clear.Team Coordination and CommunicationAct as a liaison between Ella, her agents, and her PR team, ensuring smooth communication.Assist with coordinating influencer events, modeling opportunities, and PR-related activities.Email team members and clients on behalf of Ella, maintaining professionalism and attention to detail.Manage Payroll every two weeks by updating payroll note with upcoming contractors that need to be paidSend payroll to Melissa every other Thursday morning, so that she can process it in time for Friday payrollGather hours from PAIdeal CandidateExcellent at planning thinking ahead, and able to account for possible setbacksExperience with admin and / or influencer assistant workMust be receptive to feedback and be coachableMust have a desire to grow with the brandMust have a car and laptopMust have a flexible schedule, and can adapt to varying hoursDetail oriented and organizedSolution orientedQuick at back-up plans, and moving quicklyCertain Weeks Ella is the busiest:Swim Week(2) Fashion Week NYCParis/London Fashion WeekPrep busy weeks around travel/tripsBrand tripsCoachellaWork travel on average is 2x a month

Created: 2025-02-25