Job Openings Vanguarde Artists Management: We're seeking a Virtual Assistant to Amplify Success in Entertainment Management.

About the job Vanguarde Artists Management: We're seeking a Virtual Assistant to Amplify Success in Entertainment Management.

Please Note: This job is being posted on behalf of Vanguarde Artists Management Ltd., by Great Assistant. Great Assistant is a company that works with entrepreneurs to match them to assistants.

Vanguarde Artists Management Ltd. is an entertainment management company representing filmmakers (screenwriters, directors, producers, etc.) in their careers. With a team comprising three senior representatives, three junior representatives, and two coordinators they advise roughly 200 clients with every aspect of their careers.

We’re looking for a virtual assistant to support Vanguarde Artists Management Ltd.. The successful candidate will align with the core values of:

  • Enhance Growth to Amplify Success

  • Prioritize Relationships and Responsiveness

  • Commit to Excellence and Accountability


The perfect candidate for this role is proactive, highly organized, and meticulous. They will manage trackers, client information, and meeting details, ensuring that all data is current and readily available for reports and summaries. This individual excels in handling administrative tasks, emails, and calls with minimal guidance, upholding consistent standards in scheduling and client communication. They are adept at anticipating needs and natural next steps, interpreting social cues effectively, and responding to feedback, always striving to be one step ahead in every task they undertake.

Daily tasks will include, but are not limited to:

  • Revel in providing exceptional administrative assistance, enjoying the role of a dedicated assistant.
  • Actively work to reduce the workload of the business owners, distinguishing between tasks that add to or decrease their workload.
  • Consistently seek opportunities to go beyond expectations, adding more value to each task.
  • Possess a natural desire to make the business owners feel exceptionally cared for and happy.
  • Be transparent about progress and challenges, readily asking for help when needed.
  • Focus on serving the business owner at the highest level, always seeking improvement in this mission.
  • Continuously look for both large and small ways to improve processes and operations.
  • Start the day by reviewing open/new emails and updating the task manager for the day ahead.
  • Prepare the owners for their day with activity tracker summaries, call sheet updates, and upcoming meetings.
  • Check voicemail for any missed calls and manage the follow-up.
  • Handle rolling calls, including placing calls, managing the call sheet, taking notes/minutes, and creating actionable items to alleviate workload, updating contact tracker as needed.
  • Schedule meetings for the owners and clients, providing thorough background research for preparation.
  • Ensure real-time adherence to the calendar, staying aware of upcoming meetings and time management.
  • Support the deal-making and contract workflow by updating trackers, pulling contract terms, ensuring document execution and filing, and capturing key financial terms for the Payments tracker.
  • Update client information as careers evolve, including CVs, biographies, collecting clips, and filing new original material.
  • Review and update Accounts Receivable information for client financial tracking, ensuring accuracy in statements and invoicing, and monitoring outstanding payments.
  • Manage the creation, collection, and maintenance of client materials like bios, CVs, and links.
  • Set up clients on payroll for new job commencements.
  • Manage all administrative tasks with meticulous, systematic daily reviews to ensure no details are overlooked.
  • Handle ad-hoc projects requiring administrative support as they arise.
  • Stay attuned to industry news and projects, flagging any relevant information.
  • Maintain the task manager for comprehensive discussion on current and upcoming tasks, ensuring organization and clarity on daily and weekly objectives.

Technical skills you must know or come ready to learn: (Training will be provided for all the tools)

  • Google Suite

  • Airtable

  • Zoom

  • Dropbox

  • Evernote

Position Details

  • This is a 1099 position estimated at 30-40 hours/week with the goal being to grow to more hours
  • Monday - Friday, 9 am - 5 pm EST
  • The pay rate for this position is $22.50/hr.
  • We're looking for someone to become a long-term (3+ years) team member.