Assistant - Ella Halikas : Job Details

Ella Halikas—a self-made model, influencer, and confidence coach—is seeking a highly organized and proactive Administrative Assistant to support her growing brand. This part-time role (approximately 12 hours per week) is a hybrid position, requiring both virtual and occasional in-person assistance in the Los Angeles area. The ideal candidate is a detail-oriented woman with a flexible schedule, has experience in administrative and/or influencer-related support, is a quick learner, and has a background in marketing, social media, or brand partnerships. This position offers long-term growth potential, with the opportunity to evolve into a full-time role as the brand expands.

• 2-3 hours a day (On average, 12.5 hours per week)
• Ideally, one day in-person (hybrid role)
• Organized, passionate for the social media agency
• Long-term position to grow with Ella
• Flexible schedule
• Starting at $25/hour (negotiable down the line)
• Preferably LA-based

Key Responsibilities

Administrative Support

• Manage and check emails daily, forwarding new opportunities to Ella, her manager, and her team.
• Respond to DMs for gifting opportunities and brand deal inquiries, forwarding relevant work opportunities to Ella.
• Create and maintain a shared daily task list (via Notes) for coordination with Ella.
• Send contracts to Paul (Ella's legal contact) using our template and confirm with Ella before sending.
• Communicate with Ella and her schedule via a dedicated group chat with Ella and relevant team members.
• Schedule and coordinate calls, meetings, lunches, and appointments (e.g., nails, massages, hair, showroom visits).
• Creating calendar invites for meeting with a zoom link
• Handle Ella's daily task list and organize it in shared notes for easy tracking.
• Maintain and update invoicing and job tracking spreadsheets for payments, deadlines, and schedules.
• Ensure all team members sign an NDA before starting work with Ella.

Content and Social Media Management

• Pull organic and brand insights for content performance.
• Update Ella's Instagram and TikTok highlights weekly.
• Create and maintain a shared album for DMs and responses to track communication.
• Manage Ella's content calendar, including brand deals and organic content.
• Send updated time blocks of travel to Ella's agents and manager.
• Update Ella's press kit monthly.

Brand and Collaboration Management

• Respond to brand and gifting opportunities, coordinating directly with Ella and her team.
• Forward inbound inquiries to Ella.
• Handle contracts for brand deals, ensuring proper review and communication.
• Manage brand deal invoicing and ensure timely follow-ups for payments.
• Track payments, adding updates to the calendar and notes on jobs still awaiting payment.
• Organize and upload receipts/write-offs for the accounting team and maintain accurate financial records.

Travel and Event Coordination

• Organize flight schedules and provide detailed itineraries for work and personal trips.
• Coordinate travel details with agents and managers, ensuring time blocks are clear.

Team Coordination and Communication

• Act as a liaison between Ella, her agents, and her PR team, ensuring smooth communication.
• Assist with coordinating influencer events, modeling opportunities, and PR-related activities.
• Email team members and clients on behalf of Ella, maintaining professionalism and attention to detail.
• Manage Payroll every two weeks by updating payroll note with upcoming contractors that need to be paid
• Send payroll to Melissa every other Thursday morning, so that she can process it in time for Friday payroll
• Gather hours from PA

Ideal Candidate

• Excellent at planning thinking ahead, and able to account for possible setbacks
• Experience with admin and / or influencer assistant work
• Must be receptive to feedback and be coachable
• Must have a desire to grow with the brand
• Must have a car and laptop
• Must have a flexible schedule, and can adapt to varying hours
• Detail oriented and organized
• Solution oriented
• Quick at back-up plans, and moving quickly

Certain Weeks Ella is the busiest:

• Swim Week
• (2) Fashion Week NYC
• Paris/London Fashion Week
• Prep busy weeks around travel/trips
• Brand trips
• Coachella
• Work travel on average is 2x a month