Executive Assistant
Who We Are
Job Description
The Executive Assistant supports the day-to-day operations of a photography-driven, creative, and wealth advisory practice, assisting with client servicing, administrative duties, creative tasks, and business operations. This hybrid role spans document handling, communication with institutional partners, office coordination, content support, and involvement in ongoing business development initiatives.
Depending on business needs, the role may occasionally include support for creative projects, team events, workshops, and leisure-based work trips. If you are a strong generalist with both organisational and creative instincts, I’d like to work with you.
https://www.oscartan.com/
KEY RESPONSIBILITIES
Client & Documentation Support
Prepare, review, and submit forms related to financial planning, insurance, investment, and estate planning matters.
Assist with accurate completion of client documentation and ensure compliance with regulatory requirements.
Follow up with clients and institutional partners (e.g., insurers, investment platforms) on outstanding documents, approvals, and accounting matters.
Maintain a smooth, professional experience for clients across both wealth and creative engagements.
Administrative & Office Operations
Manage digital and physical filing systems, including invoices, receipts, client records, and administrative documents.
Oversee general office support such as equipment upkeep, supplies management, and workspace improvements.
Coordinate scheduling, task lists, and operational workflows to ensure the Principal can focus on high-value work.
Creative & Marketing Support
Assist with light creative tasks including simple content coordination, photography-related logistics, or preparing materials for shoots or projects.
Help maintain the practice’s online presence by updating websites, testimonials, media content, and social platforms.
Coordinate feedback collection, marketing materials, or outreach content as needed.
Business Projects & Coordination
Support ongoing and ad-hoc initiatives such as corporate account setups, event coordination, office/space planning, and project follow-ups.
Assist with logistics and planning for creative projects, workshops, or collaborative ventures.
Provide research or groundwork for new business ideas across both advisory and creative domains.
External Outreach
Conduct outreach to corporate partners, community organisations, creative collaborators, or potential clients.
Represent the practice professionally during external meetings, shoots, events, or brand-related engagements.
Personal Administrative Support
Assist the Principal with personal administrative tasks that enhance time management and operational efficiency.
Tasks may include handling refunds or exchanges, managing deliveries/returns, arranging personal bookings or logistics, and coordinating simple personal errands when required.
Other Duties
The scope of work may evolve as the practice grows. Additional tasks may be assigned to support creative, operational, administrative, or client-related functions.
