Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator

FMP Creation & Vertra Systems · Northern New Jersey · Part-time to start, with a path to full-time

Two companies. One right hand. Not just a desk job.

About us

FMP Creation is a marketing and production company. We build brands and produce video and photography for our clients, from strategy and design through shoot day and final delivery.

Vertra Systems places smart, AI-powered vending machines in residential buildings in northern New Jersey, stocked with better-for-you snacks and drinks. We're a young company, growing one building at a time.

The role

You'll be two executive's right hand across both companies. That means running his calendar, inbox, and priorities, and keeping two businesses moving at once.

It also means getting out from behind the computer. You'll sit in on client and partner meetings and help on set at FMP shoots. For Vertra, you'll restock machines, make inventory runs, and help run building events.

The role starts part-time, about 20–30 hours a week, with a path to full-time as both companies grow. If you're organized, quick on your feet, and not afraid to get your hands dirty, read on.

A typical week might include

• Planning the week with Jason, clearing both inboxes, and lining up meetings across FMP and Vertra
• Sitting in on a client meeting, then sending the recap and next steps within 24 hours
• Working an FMP shoot: loading gear, handling call sheets and release forms, and keeping the day on schedule
• Heading out on a Vertra run: picking up inventory, restocking and cleaning machines, and meeting a property manager
• Closing out the week: receipts and invoices, vendor orders, and prep for next week

What you'll do

Executive support (both companies)

• Run executive's calendar, inbox, and task list, and keep FMP and Vertra priorities from colliding
• Schedule meetings, calls, and site visits, and prepare agendas and briefing notes
• Attend meetings with clients, vendors, partners, and property managers; capture decisions and own the follow-up
• Draft emails, proposals, and documents for Jason, and track deadlines with a short weekly status update
• Keep files, contracts, and SOPs organized, and help write new SOPs and checklists as both companies grow

FMP Creation: production and marketing support

• Help on video and photo shoots: gear load-in and load-out, set-up, call sheets, shot lists, and release forms
• Coordinate shoot logistics, including schedules, locations, permits, and certificates of insurance
• Work on location at client sites, including active construction and healthcare facilities, following PPE and site rules
• Keep project folders and media organized in Dropbox to our naming and delivery standards
• Help prepare proposals, pitch decks, and quotes, and keep client follow-ups on schedule

Vertra Systems: field operations and business support

• Restock, clean, and merchandise machines; rotate product and check expiration dates
• Buy and pick up inventory, run stock counts, and keep storage organized
• Watch sales and inventory in our machine software, and flag low stock, slow sellers, and problems
• Handle first-line machine issues: basic troubleshooting, booking repairs, and resolving customer refunds
• Help run building launches and tenant events: setup, sampling, surveys, and breakdown
• Support growth by researching buildings, managing property-manager outreach, and keeping vendor compliance paperwork current

Who you are

• A true generalist, as comfortable in a client meeting as on a shoot or in a stockroom
• A strong multitasker who can switch between two companies and very different tasks in the same day
• Proactive: you spot what needs doing and handle it before you're asked
• Organized and detail-minded, with follow-through people can count on
• A clear, professional communicator in writing and in person
• Discreet with confidential business information
• Calm and flexible when shoots run long, machines break, or priorities shift
• Happy to do whatever the day needs; no task is beneath you

Requirements

• 5+ years as an executive assistant, operations coordinator, production coordinator, or in a similar fast-paced role
• A valid driver's license, a reliable vehicle, and a clean driving record (mileage reimbursed at the IRS rate)
• Able to lift up to 40 lbs and stay on your feet for several hours at a time, with or without reasonable accommodation
• Available for occasional early mornings, evenings, or weekends for shoots and events, with advance notice
• Able to work in person across northern New Jersey
• Comfortable with Google Workspace or Microsoft 365 and spreadsheets, and quick to learn new apps

Nice to have

• Experience in video or photo production, a creative agency, or events
• Experience in vending, retail, route sales, or inventory management
• Familiarity with Dropbox, Canva, a CRM, or QuickBooks
• Comfort using AI tools to work faster

Schedule, location, and pay

• Pay: $35 per hour, based on experience
• Schedule: Part-time to start, about 20–30 hours a week, with a path to full-time. Mostly weekdays, with occasional early mornings, evenings, or weekends.
• Location: In person across northern New Jersey (meetings, shoots, and Vertra sites), with some admin work from home
• Benefits: Mileage reimbursement, paid sick leave, and room to grow into a full-time role

How to apply

Email your resume to [email protected] and a short note to with the subject line "Executive Assistant – [Your Name]".

In your note (five sentences or fewer), tell us about a day you juggled the most different tasks at once. What were they, and how did you keep everything on track? We read every application that follows these instructions.

Equal opportunity

FMP Creation and Vertra Systems are equal opportunity employers. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by law.

Pay: $35.00 per hour

Expected hours: No less than 20.0 per week

Application Question(s):

• If required (on occasion), are you available to work weekends?
• If required (on occasion), are you available to start before 9:30 am?
• If required (on occasion), are you available to work past 6pm?
• If required (on occasion), are you able to travel to domestic or international locations?
• If required (on occasion), are you available to work more than 40 hours per week?

Work Location: In person