Administrative Assistant

About Rave Crew Production

Raven Crew Production (RC) is a fast-growing project-based company specializing in high-quality media, film, and creative production services. We support clients across multiple industries by delivering exceptional visual content, seamless production logistics, and innovative storytelling solutions. As RC continues to expand, we are building a strong internal infrastructure that supports operational excellence, client satisfaction, and a collaborative team environment. We value professionalism, creativity, accountability, and service quality in everything we do.

Role Overview

We are seeking a proactive, detail-oriented Administrative Assistant to support our growing production team at Raven Crew Production.

This role combines general administrative support with social-media customer service support, making it ideal for someone who excels in organization, communication, and being the first point of contact for clients, partners, talent, and visitors.

In our fast-paced, project-based environment, the Administrative Assistant is responsible for ensuring smooth daily operations, supporting production scheduling and logistics, coordinating client communications, and assisting with social-media customer service. This includes monitoring messages and comments, responding to basic inquiries, and tracking customer interactions across platforms — especially on Chinese social-media channels such as Xiaohongshu, WeChat, and other relevant community platforms. The role will also help organize content, inquiries, and feedback for the marketing team.

The successful candidate will be bilingual in English & Chinese and will contribute to both office efficiency and exceptional customer engagement as we continue to expand our creative and production capabilities.

Key Responsibilities:

Administrative & Office Support

· Provide day-to-day administrative support to ensure smooth office operations.

· Manage calendars, schedule meetings, and coordinate internal and external appointments.

· Organize and maintain digital and physical filing systems, documents, and records.

· Assist with data entry, document preparation, formatting, and basic reporting tasks.

· Monitor and order office supplies, equipment, and inventory as needed.

· Support HR and management with onboarding, employee forms, and internal communications.

· Assist with invoice tracking, expense documentation, and basic bookkeeping tasks (if needed).

· Prepare emails, memos, letters, and other business correspondence with accuracy and professionalism.

· Assist with basic social-media administrative tasks, including saving content, organizing media files, and documenting posting schedules.

· Help compile analytics or screenshots from social-media platforms for internal reporting.

· Maintain shared folders for digital content, brand assets, and marketing materials.

· Assist with organizing content, screenshots, and inquiries from Chinese social media platforms (e.g., Xiaohongshu, WeChat) for internal reporting.

Customer Service & Client Coordination

· Serve as a primary point of contact for client inquiries via email, phone, and messaging platforms.

· Maintain a friendly, professional, and service-oriented approach when communicating with clients, partners, and vendors.

· Provide information about RC services, processes, and timelines to clients.

· Support project teams by collecting client information, documents, and required approvals.

· Coordinate client meetings, creative consultation sessions, and follow-ups.

· Record client requests in CRM or project management systems and ensure timely updates.

· Assist with preparation of client proposals, quotes, invoices, and service confirmations.

· Handle client concerns or escalations by documenting details and notifying the appropriate team members.

· Monitor and respond to basic inquiries received through company social-media accounts (DMs, comments), following approved messaging templates.

· Support the marketing team by flagging potential leads or client questions received via social platforms.

· Monitor and respond to basic inquiries on Chinese social-media channels following approved messaging guidelines.

General Support to Production Team

· Assist the production team with logistics, scheduling, and administrative tasks.

· Support coordination of contractors, freelancers, or on-site crew when required.

· Help ensure smooth workflow by tracking deadlines, deliverables, and project milestones.

· Assist with organizing digital assets for shoots, edits, and social-media releases.

· Provide basic support in preparing call sheets, shoot-day documents, or content checklists (if needed).

· Help upload approved content to platforms or schedule posts under direction from the marketing or creative team.

· Assist with gathering and organizing assets specifically for Xiaohongshu/WeChat content workflows.

Qualifications:

· Fluency in English — spoken and written.

· Must be legally eligible to work in Canada (Citizen, Permanent Resident, or valid Work Permit).

· Minimum 2 years of administrative or office support experience, including reception duties.

· Strong organizational and multitasking skills, with attention to detail.

· Excellent communication and customer service skills.

· Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

· Familiar with Chinese social media platforms (such as Xiaohongshu and WeChat), including basic operations and customer interactions, and able to assist with handling online inquiries and user communications.

· Professional appearance and attitude with a focus on teamwork and confidentiality.

Additional Requirement

As part of our pre-employment process, all successful candidates will be required to complete a Criminal Record Check prior to final confirmation of employment.

Please note that the cost of the Criminal Record Check is the responsibility of the successful candidate.

How to Apply:

Please submit your resume and cover letter (in English) highlighting your relevant experience and bilingual skills to

Include your legal work status in Canada in the application.

We thank all applicants for their interest; only those selected for an interview will be contacted.

关于我们

Raven Crew Production(RC)是一家快速成长、以项目为基础的创意与影视制作公司,致力于为各行业客户提供高质量的影像内容、制作管理以及创新性的故事呈现方案。随着业务不断扩展,RC 正在建立完善的内部运营体系,以提升运营效率、客户体验和团队协作能力。我们在每一个项目中都坚持专业、创意、责任感与高品质服务。

职位概述

我们正在寻找一位积极主动、细心负责的行政助理,加入 Raven Crew Production,不断成长的制作团队。

此职位 结合了一般行政支持与社交媒体客户服务支持,非常适合擅长组织协调、沟通清晰,并能够成为客户、合作伙伴、演员与来访者第一联络点的候选人。

在我们节奏快速、以项目为导向的工作环境中,行政助理将负责确保办公室日常运作顺畅,协助制作排期与后勤支持,处理客户沟通事务,同时协助社交媒体客户服务工作。这包括监测各平台的消息与评论、回复基本咨询、记录客户互动情况,尤其是 在小红书、微信等华人社交媒体平台 上的客户服务支持。另外,此职位也需协助整理内容、用户反馈并提供给市场营销团队。

理想的候选人需具备中英文双语能力,并能够在我们不断扩展的创意与制作业务中,为办公室效率与客户体验做出积极贡献。

主要职责

主要负责包括以下内容:

行政与办公室支持(Administrative & Office Support)

· 提供日常行政支持,确保办公室运作顺畅。

· 管理日程、安排会议,并协调内部与外部的预约。

· 组织及维护数字和实体档案系统、文件及记录。

· 协助数据输入、文件整理、格式调整及基本报表任务。

· 监控并订购办公用品、设备及库存。

· 协助人事部与管理层进行新员工入职、表格整理及内部沟通。

· 协助发票追踪、费用记录及基本簿记工作(如有需要)。

· 准确、专业地准备电子邮件、备忘录、信函及其他商务文件。

· 协助处理基本社交媒体行政工作,包括保存内容、整理媒体文件及记录发布排程。

· 协助汇总社交媒体平台的分析数据或截图,用于内部报告。

· 维护数字内容、品牌素材及营销材料的共享文件夹。

· 协助整理来自中文社交媒体平台(如小红书、微信等)的内容、截图与客户咨询,用于内部报告。

客户服务与客户协调(Customer Service & Client Coordination)

· 作为客户通过电子邮件、电话及消息平台咨询的主要联络点。

· 与客户、合作伙伴和供应商沟通时保持友善、专业且以服务为导向的态度。

· 向客户提供有关 RC 服务、流程与时间表的信息。

· 协助项目团队收集客户资料、文件及必要的确认。

· 协调客户会议、创意咨询会议及后续跟进。

· 在 CRM 或项目管理系统中记录客户需求并及时更新。

· 协助准备客户方案、报价单、发票及服务确认文件。

· 处理客户问题或升级事件,记录相关细节并通知相关团队成员。

· 根据既定回复模板,监控并回复公司社交媒体账号收到的基本咨询(私信、留言)。

· 协助营销团队标记潜在客户线索或来自社交平台的客户问题。

· 根据既定回复指引,监控并回复来自中文社交媒体平台的基本咨询。

制作团队支持(General Support to Production Team)

· 协助制作团队进行后勤、排期及行政相关工作。

· 在需要时协助协调承包商、自由职业者或现场工作人员。

· 追踪截止日期、交付物及项目里程碑,确保工作流程顺畅。

· 协助整理拍摄、剪辑及社交媒体发布所需的数字素材。

· 在需要时协助准备拍摄日程(call sheets)、拍摄当天文件或内容检查表。

· 在市场或创意团队的指示下,协助上传已批准的内容或安排发布。

· 协助整理及准备专用于小红书 / 微信发布的内容素材与工作流程。

Job Type: Full-time

Pay: $20.00-$23.00 per hour

Expected hours: 35 per week

Work Location: In person