Job Description
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 agency
- Long-term position to grow with Ella
- Flexible schedule
- Starting at $25/hour (negotiable down the line)
- Preferably LA-based
Key Responsibilities Administrative Support - Manage 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 (Ella's 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 link
- Handle 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 Management - Pull 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 Management - Respond 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 Coordination - Organize 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 Communication - Act 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 paid
- Send payroll to Melissa every other Thursday morning, so that she can process it in time for Friday payroll
- Gather hours from PA
Ideal Candidate - Excellent at planning thinking ahead, and able to account for possible setbacks
- Experience with admin and / or influencer assistant work
- Must be receptive to feedback and be coachable
- Must have a desire to grow with the brand
- Must have a car and laptop
- Must have a flexible schedule, and can adapt to varying hours
- Detail oriented and organized
- Solution oriented
- Quick at back-up plans, and moving quickly
Certain Weeks Ella is the busiest:
- Swim Week
- (2) Fashion Week NYC
- Paris/London Fashion Week
- Prep busy weeks around travel/trips
- Brand trips
- Coachella
- Work travel on average is 2x a month
Job Tags
Full time, Part time, For contractors, Remote job, Flexible hours, Day shift,