AJC PHOTOGRAPHY is hiring: Executive Assistant / Studio Administrator in Portlan

Executive Assistant / Studio Administrator

Based in Portland, OR. This is a Part-time position, with room for growth.

We are a busy Professional Headshot Photography Studio located in Portland, Oregon. We value customer service, attention to detail, making clients feel welcome and cared for. Our clients are local and international professional speakers, entrepreneurs, authors, performers, practitioners, CEOs, and business owners.

Job Description

We are seeking an experienced Executive Assistant / Studio Administrator to handle detailed administrative tasks, freeing our executive to focus on strategic priorities. The ideal candidate is creative, efficient, and task-oriented, comfortable working independently, takes direction cheerfully, exercises excellent taste and judgment, and is personable with strong communication skills both on the phone and in writing.

Your responsibilities include providing professional administrative support, managing email correspondence, maintaining documents using Microsoft Office, data entry, general clerical duties, and supporting special projects. We value proactive individuals who enjoy getting things done, are highly organized, and can develop supportive systems that grow with us.

This role requires someone who can transform a flood of tasks into a clear plan of action, prioritize conflicting needs, and execute efficiently. The position offers significant ownership and growth opportunities, with flexible hours starting at 15-20 hours per week, including remote work and occasional in-person shoot assistance outside core hours.

In this position you will :

1. Follow up with client inquiries professionally, explaining our packages and differentiators.
2. Manage studio schedule and coordinate additional staff for shoots.
3. Set appointments and maintain the studio calendar.
4. Oversee client image files, follow up on receipts, and track retouching and delivery.
5. Coordinate project workflows, track progress, and report as needed.
6. Maintain ongoing communication and relationships with clients before, during, and after shoots.
7. Supervise or create marketing materials using Photoshop, InDesign, or Canva.
8. Develop and maintain social media channels, reflecting our studio's creative and caring voice.
9. Run errands in the local area as necessary.

Qualifications

• 3-5 years experience supporting senior or executive roles in an office or studio setting.
• Ability to manage time effectively, prioritize, and meet deadlines with minimal supervision.
• Proactive, self-motivated, and able to think creatively to solve problems.
• Familiarity with apps like Canva and Animoto to enhance team efficiency and client engagement.
• Experience with social media management and content creation a plus.
• Design sensibility and Photoshop skills are advantageous, especially for quality control of retouched images.
• Strong interpersonal, verbal, and written communication skills, with discretion and good taste.
• Highly organized with excellent multi-tasking and accuracy.
• Professional demeanor and positive attitude at all times.
• Attention to detail and analytical skills.

Additional Information

Note : This position is not suitable for aspiring photographers. It is a behind-the-scenes, administrative support role. Please apply only if you have proven experience in administrative or support roles such as Administrative Assistant or Office Manager. Thank you.

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