Digital Asset Manager & Media Systems Coordinator (Mac Ecosystem)

Part-Time Contract (10–20 Hours/Week Initially) About the Project I'm looking for a highly organized, systems-oriented professional to build and implement a complete Digital Asset Management (DAM) system for my family, businesses, and growing media brands. This is not a typical virtual assistant position. The primary responsibility is to design, organize, document, and maintain the digital infrastructure that will support years of content creation and protect a lifetime of family memories. This is a project-based role with the opportunity to become an ongoing part of our team. The Mission Build a professional-grade Digital Asset Management (DAM) system from the ground up. The end goal is that every photo, video, document, and digital asset has a permanent home, is properly backed up, and can be located in seconds. The system should be simple, scalable, secure, and easy for future team members to understand. Phase 1 — Build Our Digital Media Headquarters A brand-new Mac mini will serve as our permanent Digital Media Headquarters. This computer will remain powered on full-time and act as the central hub for: Digital Asset Management File Organization Media Storage Cloud Synchronization Local Backups Remote Collaboration Archive Management One of your primary responsibilities is designing and implementing the complete architecture of this workstation. Initial Project Scope Digital Asset Audit Conduct a complete inventory of every digital storage location including: External hard drives SSDs USB drives SD cards Apple Photos Google Photos MacBook Mac mini Camera footage iPhone media Legacy folders Business assets Deliverable: A complete inventory of all digital assets. Architecture Design Design a scalable Digital Asset Management system. This includes: Folder hierarchy Drive organization Naming conventions Permissions Archive strategy Collaboration workflow Backup workflow Documentation The objective is to build the system correctly from the beginning instead of continually reorganizing it. Mac Mini Buildout Configure the Mac mini as an always-on Digital Media Headquarters. Responsibilities include: macOS configuration Storage architecture External drive organization User account setup Folder permissions Remote access configuration Shared workspace configuration Performance optimization Documentation of the entire system Storage Architecture Design and implement: Active Project Drive Media Archive Drive Local Backup Drive Cloud Backup Integration Every storage device should have a clearly documented purpose. File Organization Organize and migrate assets into the new system. Tasks include: Folder organization File renaming Duplicate identification Archive migration Metadata preservation where practical Folder cleanup Nothing should be permanently deleted until it has been verified and backed up. Backup Strategy Implement a reliable backup strategy. Examples include: Local backups Cloud backups Backup verification Disaster recovery planning The objective is that no important file exists in only one location. Workflow Design Design a repeatable workflow for all future media. Example: Import footage ↓ Organize ↓ Rename ↓ Editor receives project ↓ Review ↓ Archive ↓ Verify backups ↓ Project complete Document this process so future team members can follow it consistently. Documentation Create Standard Operating Procedures (SOPs) for: Folder structure Naming conventions Import process Archive process Backup verification Remote editor workflow Future onboarding The documentation should allow someone new to understand and maintain the system with minimal guidance. Skills We're Looking For Exceptional organizational skills Experience with Digital Asset Management (DAM) Strong macOS knowledge Apple Photos Google Photos External storage management Dropbox and/or Google Drive Backup strategy Process documentation Attention to detail Independent problem-solving Excellent written communication Experience supporting photographers, videographers, YouTubers, or creative agencies is a strong plus. What Success Looks Like At the end of this project: Every digital asset has a permanent location. Every storage device has a defined purpose. The Mac mini operates as our permanent Digital Media Headquarters. Editors can easily receive and return projects. Family memories are safely organized and protected. Business assets are easy to locate. Cloud and local backups are functioning and verified. Future media follows a documented workflow. The entire system is fully documented for long-term maintenance. Future Opportunity This project may evolve into an ongoing role responsible for maintaining our Digital Asset Management system and supporting future media operations as our team grows. To Apply Please include: A brief introduction about yourself. Examples of similar organization or Digital Asset Management projects you've completed. Your experience with the Apple ecosystem and macOS. Your preferred tools for organizing large photo and video libraries. A short explanation of how you would approach organizing approximately 10–20 years of digital photos, videos, documents, and multiple external hard drives into one scalable system. Your hourly rate and general availability. Applicants who demonstrate strong systems thinking, documentation skills, and attention to detail will receive priority consideration.