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12 Feb 2018

Part-Time Administrative Assistant

Vivid Story – Posted by vividstory Anywhere

Job Description

You’re an organized and process-driven administrative pro who is motivated to make a difference.

You’re on the hunt for a few key things in your next role: a flexible work arrangement, professional growth, and the opportunity to collaborate on projects that inspire positive impact.

At Vivid Story, you’ll find everything you’re looking for as our new Administrative Assistant.

We’re a NYC-based creative studio working with social enterprises and nonprofits. We tell their stories by harnessing the power of visual storytelling. Using creative video production and immersive media like virtual reality, we help organizations connect to target audiences by sharing empowering messages, building emotional connections, and shifting perspectives.

If you want to be part of a collaborative work environment where you can make a meaningful impact, look no further.

Administrative Assistant:

As our new Administrative Assistant, you’ll have a dynamic part-time role supporting our team remotely.

Your primary goal is to provide administrative support related to project management and client communications. You’ll also conduct research and perform duties related to business development and production.

You’ll make an impact every day by handling day-to-day project administration details. You and your work will be integral to our growth.

Practically speaking, you’ll:

  • Coordinate and administer tasks, schedules, deadlines, and project logistics using project management software
  • Update and maintain proposal and production documents
  • Handle client invoicing and bookkeeping organization
  • Coordinate contractor schedules and payments
  • Occasionally support video production either on-site as a production assistant or remotely via assistant video editing (we’ll train you!)

Our clients love us because we provide a personal touch, high quality of service, and a quick response rate. You’ll maintain our communication standards, whether that’s responding to customers yourself, or connecting them with the right person.

You have a thorough understanding of social media platforms and will help us develop our social media strategy to promote our business. You’ll use your strong writing skills to produce newsletters and Facebook and Instagram posts.

You’ll also support business development by conducting client research, organizing our outreach process, and maximizing our networking opportunities by investigating conferences, festivals, and events in which we can participate. Whether you’re researching grant opportunities or music licensing libraries, you’ll take satisfaction knowing that your efforts are helping us grow.

The Right Fit:

Your administrative experience is important to us, so that you can hit the ground running.  More importantly, we want to make sure this is the right fit for you, and us.

We want this to be an opportunity where you can use your strengths in a meaningful way. We’re committed to learning and growth, and see each project as an opportunity to develop.

This excites you, because you’re interested in learning the ins-and-outs of small business administration, and want to grow your project management capabilities.

You’re also:

  • Independent – since you’ll work remotely, we’ll trust you to carry out your tasks with integrity and professionalism, and won’t need to check in with you to keep you on track.
  • Organized and detail-oriented – organization is your middle name. You never miss a step, and always follow through. Your organization skills will keep us on track.
  • Proactive – we’ve set up systems and internal procedures, but are always looking for ways to improve and be more efficient. You’ll take initiative to fine-tune our processes and help us ensure we’re working to the best of our capabilities.
  • Process-driven – you have a natural ability to take big ideas, and break them into actionable steps and achievable timelines. You work best when you have set processes and procedures you can help create and follow.

The Details:

This is a part-time position, that will start as a 6-month contract (with possibility of extension). You’ll be paid between $22 and $24 per hour, depending on your experience. Most of the time you’ll be working remotely. Ideally, you’re based in NYC for occasional in-person meetings.

We’ll work with you to determine your ideal schedule, which will fall between 15-20 hours per week. There’s a lot of flexibility involved in when your tasks can be done, though you’ll need some availability daily to answer incoming client emails.

Working @ Vivid Story:

We are a small business with an agile, entrepreneurial environment. We’re also a Certified B Corporation® – we value positive social impact and sustainability. We’re proud to be part of the movement of using business as a force for good.

Our atmosphere is built on mutual respect, appreciation and encouragement. Building trust and relationships is at the core of our pursuits. We’re dedicated to cultivating high-quality work conditions for each worker to perform at their highest capability – to be energized, creative, purpose-driven and fulfilled.

We value artistic integrity and excellence, and we’re proud of our projects and business. We hope you too will be proud to be part of our team.


Here are our must-haves:

o   Experience in an administrative or project coordination role (e.g. executive assistant, administrative assistant, project coordinator/manager)

o   Experience working with Google Apps suite (Gmail, Calendar, Drive, Docs, Sheets, etc.), and Dropbox

o   Experience working with project management software (we currently use Asana)

o   Undergraduate degree or diploma (any discipline)

And if you have the following, it would be a big plus:

o   Experience using Adobe Creative Suite (Acrobat, InDesign, Premiere)

o   Experience using newsletter services (e.g. Mailchimp)

o   Experience using client relationship managers (CRM)

o   Experience using accounting, invoicing or payroll software

How to Apply:

Our online application will allow you to apply to this role as a complete person – not just a resume. The application will assess your qualifications, personality traits and workplace preferences, and should take 10 to 15 minutes to complete. After submitting, you’ll receive an email inviting you to log in and view your assessment results.

Your resume and experience are important, but we really want to know why you’re interested in working for Vivid Story, how working here will help you reach your goals, and how you will help the company grow. Please submit a cover letter detailing your answers to these questions.

We will review applications, with priority given to those who have submitted a cover letter and impact statement (part of your candidate profile), and look forward to hearing from you.

We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please contact us using the “Help” button

How to Apply

Please apply at this link:

Job Categories: Social Entrepreneurship. Job Types: Part-Time.

Job expires in 3 years.

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