Job Description

Job Description

Executive Assistant – Needed, Loves to WorkApplication Instructions

***To be seriously considered for the Executive Assistant role, you must complete our online application, which includes a short 7–10 minute Culture Index assessment. This assessment is a vital part of the process, helping us understand your personality, work style, and approach to tasks and problem-solving.***

Click the link below to complete the application and assessment:

About the Role

We are looking for a highly organized, detail-oriented, and proactive Executive Assistant who thrives in a fast-paced environment. This role is essential to the success of our team, supporting both the CEO and the operations of the business.

You’ll be responsible for managing highly impactful administrative tasks, optimizing business processes, ensuring seamless scheduling, handling invoicing and payroll, and keeping our team running efficiently. In addition, you’ll act as the CEO’s right hand, ensuring travel, scheduling, and daily priorities are handled flawlessly.

You will also lead and oversee our freelance team of videographers, photographers, graphic designers, and community managers. You will own the full process of hiring, onboarding, training, and holding freelancers accountable to assigned client accounts and KPIs, providing them with ongoing support and direction.

This role is not for someone who waits to be told what to do. You anticipate needs, solve problems before they happen, and take pride in making things run smoothly behind the scenes. If you thrive on creating organization, structure, and efficiency, this is the job for you.

About Social Practice

Social Practice is a bold and vibrant social media content marketing agency specializing in the medical aesthetics industry . We help plastic surgeons, med spa owners, dermatologists, and cosmetic dentists grow through social media, paid media, influencer marketing, and more .

As a faith-based company , we’re inspired by purpose, powered by strategy, and driven to excellence. Guided by our core values— Leadership, Excellence, Communication, Accountability, and Wellness —we empower our team to thrive and create a meaningful impact.

Key Responsibilities

1. Executive Support (CEO)

• Act as a gatekeeper for emails, meetings, and requests—protecting time for high-impact work.
• Own the CEO’s calendar, manage schedules, and ensure flawless time management.
• Coordinate travel arrangements (flights, accommodations, itineraries) with precision.

2. Sales & Marketing Support

• Support preparation and follow-up for sales meetings and strategic initiatives.
• Assist in the development of lead funnels like courses, giveaways, and content offers.
• Manage podcast logistics, scheduling guests, and overseeing production.
• Craft engaging podcast episode descriptions and marketing materials.
• Assist with marketing emails, social media content, and event materials.
• Coordinate branded swag and promotional materials for events.
• Maintain the website, updating pages, blogs, and HubSpot forms.

3. Photoshoot Coordination

• Schedule photoshoots and handle logistics with the photo/video team.
• Arrange travel for team members attending conferences and events.
• Ensure all contracts, invoicing, and payments for shoots are handled smoothly.

4. Business Operations & Administrative Support

• Manage invoicing and payroll, ensuring accurate and timely payments.
• Handle overdue invoices and financial follow-ups with professionalism.
• Lead recruiting & interview process, attracting top talent that align with job position experience needed + company culture, mission, and values, with CEO being the final decision maker on candidate selection.
• Oversee hiring and onboarding, ensuring a seamless experience for new team members.
• Maintain company systems, improving processes and organization.
• Exceptional at the details and able to synthesize information for actionable steps
• Coordinate and execute team events, birthdays, and corporate gifting.
• Keep the office stocked, organized, and running smoothly.
• Sharing meeting recaps, notes and action items via email or Slack

5. Freelance Team Management & Leadership

• Lead, manage, and hold accountable our freelance team of videographers, photographers, graphic designers, and community managers.
• Own the process of hiring, onboarding, and training freelancers.
• Assign freelancers to client accounts and ensure they understand expectations and timelines.
• Host quarterly meetings with the freelance team to ensure alignment and engagement.
• Establish and track performance goals and KPIs for freelancers, and provide ongoing support and coaching.
• Collaborate closely with internal client experience and content teams to ensure freelancers deliver high-quality work that meets client objectives.

6. Process Development & Optimization

• Identify inefficiencies and implement better systems and workflows.
• Keep internal SOPs up to date and ensure team compliance.
• Automate tasks where possible to streamline operations.

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