Executive assistant

Executive Assistant – Research, Development & Creative Operations
Location: Remote (Preferred U.S.-based)
Type: Part-time to Full-time (flexible hours with clear deliverables)
Compensation: $20–$30/hr, based on experience
Start Date: May 2025

JOB OVERVIEW
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to join our fast-paced creative environment. This role is ideal for someone who thrives on structure but is equally at ease adapting to evolving creative priorities. You’ll be responsible for a wide range of administrative, research, and operational tasks that support the Founder/Creative Director of Haiiileen Studio, Rainbow Oasiiis, and the Chroma Art Film Festival.

The ideal candidate is a self-starter who anticipates needs, takes initiative without constant direction, and follows through with precision and accountability. This position requires excellence in time management, communication, and research, and demands someone who can think strategically while also managing executional details.

Key Responsibilities
Research & Development:
Conduct in-depth research for grants, collaborators, trends, and industry opportunities.
Prepare summaries, reports, and actionable findings for decision-making.
Identify tools, contacts, and case studies relevant to ongoing artistic and cultural initiatives.

Administrative & Operational Support:
Manage complex calendars, book meetings, and coordinate travel or event logistics.
Draft and organize emails, proposals, and professional correspondence.
Maintain digital filing systems and organize key documents for easy access.

Project & Task Management:
Use project management tools (e.g. Asana, Trello) to track deadlines and deliverables.
Follow up on ongoing projects independently to ensure timelines are met.
Provide regular updates, prioritize competing needs, and problem-solve with minimal supervision.

Communication & Coordination:
Liaise with partners, funders, artists, vendors, and institutions professionally.
Coordinate meetings, take notes, and track action items and follow-through.
Assist in outreach and relationship-building efforts with communities and collaborators.

Creative Support (Optional but Preferred):
Contribute to visual or written content for newsletters, social media, or presentations.
Support promotional campaigns and content calendars across projects and platforms.
Assist with formatting documents or portfolios using tools like Canva or Google Slides.

Required Skills & Experience
At least 2 years of experience in an administrative, research, or executive assistant role.
Proven ability to manage multiple projects simultaneously with exceptional attention to detail.
Strong research and synthesis skills—you know how to find information and make it useful.
Excellent communication skills—both written and verbal.

Self-directed, disciplined, and able to work without micromanagement.
Highly proficient in tools like Google Workspace, Zoom, Trello/Asana, Slack, and Excel/Sheets.
Comfortable working in fast-moving, non-linear, creative environments.
Trustworthy, discreet, and able to handle sensitive information professionally.

? Bonus Points For
Experience in the arts, nonprofits, cultural programming, or creative production.
Familiarity with grant writing or fundraising platforms.
Light graphic design or digital marketing experience.
Passion for social impact, storytelling, or creative advocacy.

What You'll Gain
A flexible, remote-first work schedule with autonomy.
Direct mentorship from an acclaimed artist and cultural leader.
Deep involvement in inspiring projects that make real-world impact.
Opportunities to grow in creative production, research, and event development.
A chance to contribute to the vision and expansion of bold, boundary-pushing art.

Thank you so much for your interest in the Executive Assistant position at Rainbow Oasiiis / Haiiileen Studio! We're thrilled to see your enthusiasm and background.
To help us get a better sense of your experience, skills, and alignment with our creative and operational needs, please take a few minutes to complete this short Q&A form:

Click here to fill out the form ---------- >

This step is required to move forward in the selection process. Please submit your responses as soon as possible, ideally within the next 48 hours.
We’re reviewing applications on a rolling basis and will follow up if you’re selected for the next round (which may include a short trial task or interview).
Thanks again for your time and interest—we’re excited to learn more about you.
Warmly,
Rainbow Oasiiis Team