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A Maggie Film · 3 days ago

Executive Assistant Project Coordinator

Dallas, TX

Full-time

Onsite

Mid Level

$55K/yr - $75K/yr

3+ years exp

A Maggie Film is a female-founded lifestyle media company dedicated to preserving family memories through premium digitizing and editing services. They are seeking a proactive Executive Assistant Project Coordinator to provide operational support, manage project workflows, and enhance client experiences in a fast-paced environment.

Media and EntertainmentPhoto EditingPhotography

Responsibilities

Stay 2–3 steps ahead of everyone on the team by anticipating needs, identifying risks early, and proactively solving problems before they arise

Manage day-to-day operational flow so leadership can focus on vision, growth, and client relationships

Maintain a high-level view of all active projects, deadlines, and priorities—ensuring nothing falls through the cracks

Adapt seamlessly to the company’s communication style and confidently mirror the brand’s client-facing voice

Coordinate media digitizing, organizing, and editing projects from intake through delivery

Build and maintain project timelines, task lists, and workflows

Assign, track, and follow up on tasks across creative and administrative team members

Ensure projects move forward efficiently and on schedule

Serve as a primary point of contact for clients with a polished, warm, and brand-aligned tone

Deliver clear, proactive updates to clients and internal team members

Gather feedback and ensure revisions align with client preferences and brand standards

Review deliverables (photo books, videos, and digital assets) to ensure quality, accuracy, and consistency with client expectations

Strengthen systems and workflows by identifying inefficiencies and closing operational gaps

Maintain organized archives, backups, and secure handling of sensitive family media

Assist with onboarding new hires and maintaining training materials and system documentation

Step in as needed (scanning, organizing, light editing support) to keep projects moving forward

Take ownership of operational details to protect the owner’s mental bandwidth and ensure smooth execution

Qualification

Project CoordinationClient ExperienceCommunication SkillsProject Management ToolsAttention to DetailDigital Media WorkflowsOrganizational SkillsProblem Solving

Required

3–5+ years of experience in an executive assistant, project coordinator, or operations-focused role (creative, agency, or service-based business preferred)

Strong communication and client-facing experience

Proven ability to manage multiple projects, timelines, and stakeholders simultaneously

High level of comfort with project management tools and general tech platforms

Exceptional attention to detail and follow-through