Operations Assistant

About the Role

We're Virtual Wizards, a staffing partner helping U.S. companies build out their remote teams. We're currently hiring on behalf of our client, a video production studio built to bring order to chaos. They work across creative development, production (in 30+ cities globally), and post-production for mid-size to enterprise brands, and are known for precision and reliable execution delivered with a human, collaborative, curious approach.

Our client is looking for an Operations Specialist to help the business run smoothly across the board. This is a versatile, hands-on role for someone who thrives on variety and wants real ownership at a growing small business. Think of yourself as a hub - clients need something, it gets passed to the editors; the crew needs something, someone's talking to the vendors. You'll touch all three areas of the client's work - creative development, production, and post-production - and support functions ranging from finance to crew logistics to post-production quality control.

Our client treats colleagues like customers, and they're looking for someone who genuinely believes that too - answering questions, catching details, and being a resource people can count on across the business.

No two weeks will look the same. One day you might be reviewing final video assets against a client's spec sheet, the next you're pulling insurance certificates for a new vendor, and the next you're helping tighten up an invoicing workflow.

What You'll Do

• Post-production support: Review edited assets for quality, accuracy, and adherence to client specs and brand guidelines before delivery - checking against the "blueprint" of internal and client notes to confirm every requested change made it into the final cut, catching things like a missed audio glitch or a brand element that isn't showing up where it should. This is the biggest and most consistent bucket of work.
• Finance support: Assist with invoicing, AP/AR tracking, SOWs, and vendor/contractor payment workflows, with Bill.com as the primary finance hub
• Production support: Serve as the bridge between the core team and the 100-200+ independent contractors and crew the studio works with each month across its cities - helping with logistics, scheduling, travel coordination, and day-to-day needs like sourcing props through existing prop house accounts or pulling certificates of insurance for a new vendor
• Admin support: Handle administrative tasks such as insurance certificates, vendor agreements, and crew contracts
• Process ownership: Run and document existing processes, spot gaps, and build or improve workflows as the business scales
• Cross-functional coordination: Serve as a reliable touchpoint across creative development, production, and post-production - jumping in wherever a project lead flags a gap for the week, rather than owning project timelines directly (there's dedicated project management for that)
• Stakeholder communication: Interface directly with the internal team, clients, production crews, vendors, and partners, representing the client's brand professionally in every interaction

Who You Are

• Versatile and adaptable: You move comfortably between different types of work and don't need a narrow lane to be effective
• A self-starter: You take initiative and ownership, and you have a bias toward action; you know what it means to work at a small business where things don't run themselves
• Process-minded: You can execute and run existing processes, document them clearly, and identify and build new ones as needs evolve
• Precise: You're extremely detail-oriented. In this world, small details (a date, a location, a dollar amount, a frame in an edit, a word that was supposed to be cut) matter, and you understand that precision is a key part of reaching or exceeding the high bar for quality
• Collaborative and curious: You ask genuine questions, listen well, and enjoy being a connective presence across many types of stakeholders. You represent the brand well because you genuinely care about doing right by people
• Organized and timeline conscious: You're comfortable having multiple projects on the go at once and staying on top of numerous deadlines. You plan your time with consideration not just for your own work but also what's required from others within defined timelines
• Comfortable with context-switching: You won't be doing the same thing two days in a row, and you find that energizing rather than draining

Client's Core Values

• Creativity: They ask "what if," take bold action, and connect dots across domains
• Compassion: They see the humanity in everyone they work with and assume good intent, especially under pressure
• Curiosity: They ask genuine questions before jumping to solutions and treat mistakes and surprises as data from which to grow
• Clarity: They communicate with intention and make the implicit explicit
• Craftsmanship: They hold their work to a high bar and take pride in the details
• Collaboration: They're open to feedback and believe the best work is created together