Part Time Executive Assistant to the COO

Leadership Creed: At Wayne Media, we lead by two pillars: family over business and employees come first. We believe the most important work happens at home, and when our team is supported, they show up stronger for our clients. Leadership means protecting these priorities, living them out daily, and setting the standard for how we work and grow together.Core Values: Extreme Ownership- Everyone leads. All leaders are responsible for what goes on within their department.Treat Others Well- Treat everyone how youd want to be treated (Luke 6:31) Do What You Say- Trust is built through action, not just words. Be Open and Honest: We speak truthfully, listen openly, and build trust through clear, respectful communication.Adapt to Advance: We dont resist change, we innovate through it.Key Responsibilities:Operations & Administrative SupportMaintain organized digital and physical files for the COOScan, organize, and archive key operational documentsCoordinate occasional errands (printing, mailing, supply pickup, etc.)Support internal documentation workflows using ClickUp and Google WorkspaceAnswer company phone calls, direct inquiries appropriately, or take detailed messagesSchedule internal and external meetings as directed by the COOProvide calendar management support as needed, ensuring the COOs schedule reflects current priorities and meetings are efficiently organizedInvoicing & Finance SupportAssist with client invoicing and AR tracking in QuickBooksSend invoice reminders to clients whose invoices are overdueProvide weekly AR and P&L updates to COO and/or CEODeposit incoming checks Support light budget tracking for department expenses and purchasesProject Management SupportBuild and update tasks, projects and templates  in ClickUp (or other PM software) based on COO directionTrack deadlines, task statuses, and operational priorities across departmentsFollow up internally to ensure action items are completed and documentedHelp maintain visibility and accountability around key operational initiativesOnboarding & Team AssistanceSupport onboarding and training of new hires by assisting with welcome materials, access setup, and interview scheduling.Provide support to team members and clients by addressing administrative needs and resolving issues with professionalism and urgency.Assist with internal communication and cross-department follow-up on tasks as needed.Other DutiesPerform any and all duties assigned by the COO.Required SkillsExcellent written and verbal communicationStrong organizational skills and attention to detailProficiency in cloud-based tools (Google Drive, ClickUp, etc.)Ability to track, manage, and follow up on recurring tasksPreferred SkillsLight finance/accounting experience (AR, invoicing, budget tracking)Understanding of EOS (Rocks, Scorecards, IDS)Familiarity with supporting C-level executivesKey AttributesHighly Organized Manages multiple workflows without letting anything fall throughProactive Takes initiative to solve problems and anticipate executive needsProfessional & Personable Represents the COO and company with maturity and discretionFlexible Adapts to changing priorities and thrives in a high-paced environmentTrustworthy Handles sensitive information with care and confidentialityIf you do not submit a cover letter and a resume your application will not be reviewed. recblid pme57tj9xxgtbkgxak4gjkqi9v6mdj

Created: 2026-03-04