Administrative Assistant – Architectural Photography Business

Role Overview:
- We are looking for a highly organized, detail-oriented, and proactive Administrative Assistant to support an established architectural and commercial photography business based in Nashville, Tennessee.
- The business works with clients across architecture, interior design, commercial real estate, construction, hospitality, and related industries.
- The ideal candidate will help manage daily administrative responsibilities, coordinate client inquiries, organize photography projects, and keep schedules and communications running smoothly.
- This role is best suited for someone who can work independently, stay organized across multiple projects, and communicate professionally with U.S.-based clients.

Administrative & Executive Support:
- Manage and organize emails, respond to routine inquiries, and flag urgent messages.
- Maintain calendars, schedule meetings, and coordinate appointments.
- Handle general administrative tasks, data entry, document preparation, and recordkeeping.
- Monitor pending tasks and follow up to ensure deadlines are met.
- Assist with other administrative responsibilities as assigned.

Client Communication & Scheduling:
- Respond professionally to client inquiries and photography booking requests.
- Gather project details such as property location, preferred shoot dates, project requirements, and expected deliverables.
- Coordinate photography schedules with clients and relevant contacts.
- Send appointment confirmations, reminders, and follow-up emails.
- Maintain accurate client contact information and communication records.

Project & Workflow Coordination:
- Maintain organized records of upcoming, ongoing, and completed photography projects.
- Track project schedules, client requirements, and delivery deadlines.
- Organize digital project folders, documents, and client information.
- Follow up on missing project details and pending client responses.
- Help ensure project information is complete and accessible.

CRM & Business Administration:
- Maintain and update client databases, lead lists, and project trackers.
- Track new inquiries and follow up with prospective clients.
- Assist with preparing estimates, invoices, and payment follow-ups as needed.
- Organize administrative reports and business documents.
- Identify opportunities to improve daily administrative workflows.

Marketing Support:
- Assist with organizing photography portfolios and project information.
- Support basic social media scheduling and content organization.
- Help maintain contact lists and follow-up communications.
- Assist with simple website updates or marketing-related administrative tasks when required.

Required Qualifications:
- At least 2 years of experience as an Administrative Assistant, Executive Assistant, or Virtual Assistant.
- Strong experience in email management, calendar scheduling, and client communication.
- Proficient in Google Workspace and Microsoft Office.
- Experience with CRM platforms, project management tools, or scheduling software.
- Excellent written and verbal English communication skills.
- Strong organizational skills and attention to detail.
- Ability to manage multiple tasks independently and meet deadlines.
- Comfortable working with U.S.-based clients and coordinating across time zones.
- Reliable internet connection and a suitable remote work setup.

Preferred Qualifications:
- Previous experience supporting photographers, creative agencies, real estate businesses, or other service-based companies.
- Familiarity with photography booking and client management workflows.
- Experience with Canva, Squarespace, or similar platforms.
- Basic knowledge of invoicing, project tracking, and client follow-up systems.
- Ability to identify process improvements and take initiative without constant supervision.

Ideal Candidate Profile:
- Dependable, resourceful, and comfortable taking ownership of administrative responsibilities.
- Ability to anticipate what needs to be done, keep projects organized, follow through on commitments, and communicate clearly with clients and team members.
- Interest in photography, architecture, interior design, or creative businesses.

Location: Remote - Philippines

Skills required for this job:

• Administrative assistance
• Calendar management
• Canva
• Customer relationship management (CRM)
• Email management
• Executive support
• Google Workspace
• Invoicing
• Microsoft 365
• Photography
• Squarespace