Executive Assistant

Executive Assistant – Sylmar, CA

Job Summary:

Quixote Studios is seeking an Executive Assistant to provide high-level administrative and executive support to executive leadership while practicing discretion and confidentiality. The ideal candidate will be able to prioritize multiple and often conflicting deadlines, commitments, and projects. They will also possess the ability to work independently and anticipate the needs of the executives. Responsibilities will include implementing and streamlining office procedures; maintaining files; and performing all other required office tasks including ordering supplies, processing expenses, and securing travel arrangements.

Responsibilities include, but are not limited to, the following:

• Calendar Management: Coordinate and manage complex calendars, including scheduling appointments, meetings, and conference calls, while prioritizing conflicting demands and ensuring timely reminders.
• Travel Arrangements: Arrange domestic and international travel itineraries, including flights, accommodations, ground transportation, and visas, while optimizing cost-effectiveness and accommodating executive preferences.
• Communication Management: Handle incoming calls, emails, and correspondence on behalf of executives, drafting responses, prioritizing messages, and ensuring timely follow-up on action items.
• Meeting Support: Prepare agendas, presentations, and materials for meetings, take minutes, and distribute relevant documents, ensuring executives are well-prepared and informed for all engagements.
• Administrative Support: Assist with administrative tasks such as expense reporting, filing, document preparation, and maintaining organizational systems to enhance efficiency and organization.
• Mail Management: Sort and distribute incoming mail, packages, and deliveries to appropriate recipients, ensuring timely delivery and handling of sensitive or confidential materials.
• Event Coordination: Support the planning and execution of local site events and activities aimed at fostering company culture, employee engagement, and team building.
• Relationship Management: Build and maintain strong relationships with internal and external stakeholders, including clients, partners, and vendors, serving as a representative of the executive team.
• Project Coordination: Support executives in managing various projects, tracking progress, and facilitating communication among team members to ensure timely completion of deliverables.
• Confidentiality and Discretion: Handle sensitive information with the utmost discretion and confidentiality, maintaining trust and integrity in all interactions and safeguarding the organization's interests.
• Problem Solving: Anticipate challenges, proactively identify solutions, and address issues as they arise, demonstrating resourcefulness and adaptability in a fast-paced environment.
• Continuous Improvement: Seek opportunities to streamline processes, enhance productivity, and contribute to the overall effectiveness of the executive team through innovative solutions and best practices.
• Provide back-up support for office receptionist and other Executive Assistants.
• Miscellaneous duties as assigned.

Required Experience and Abilities:

• Bachelor’s Degree required.
• Minimum 2-5 years working as an Executive Assistant to senior management with demonstrated office and administrative skills and abilities.
• Excellent computer skills and demonstrated working knowledge of computers and software including MS Windows, Word, Excel and PowerPoint. Advanced skills in creating charts, graphs, table formatting and mail merge functions.
• Excellent verbal and written English communication skills.
• Highly organized, efficient, and attentive to detail, with excellent follow-up skills.
• Skill in organizing work, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction.
• Proven ability to handle multiple tasks and deadlines at one time and work with a fluctuating and dynamic schedule and with little advance notice.
• Ability to discreetly and tactfully recognize and handle sensitive and confidential information.
• Polished professional demeanor, exemplary communication skills, including oral, written, and editing/proofreading.
• Self-starting, resourceful, proactive, and motivated in performing and excelling in responsibilities.
• Spanish speaking a plus.

Essential Physical Functions / Environment:

• Requires a wide range of constant physical activities, including but not limited to: standing, walking, and sitting.
• Frequent repetitive movements.
• Requires close, distance, peripheral vision and depth perception.

Job Location:

Sylmar North, CA

Position Type:

Full Time

About:

Quixote Studios is the entertainment industry's premier studio & equipment rental company with locations across America. https://quixote.com/

Compensation:

Pursuant to state and local pay disclosure requirements, the pay range for this role is $32.00 - $38.00 per hour.

The salary offered may vary depending on multiple individualized factors including but not limited to market location, job-related knowledge, education/training, certifications, key skills, experience, external market and internal value, including seniority and merit systems, and internal pay alignment. In compliance with the California Law, a potential new employee’s salary history will not be used in compensation decisions.

Quixote Studios reasonably and in good faith expects to pay for the position within the salary range listed, taking into account the wide variety of factors listed above

In addition, our total benefits package includes is full of perks such as paid time off, sick pay, 401(k) matching, Medical, Dental, and Vision

- Quixote Studios, a subsidiary of Hudson Pacific Properties -

Quixote Studios will consider for employment any qualified applicant with criminal histories in a manner consistent with the requirement of the Los Angeles Fair Chance Initiative for Hiring.

Quixote Studios is proud to be an Equal Opportunity/Affirmative Action employer. Individuals seeking employment are considered without regards to race, ethnicity, color, creed, religion, sex, sexual orientation, marital status, age, disability, gender identity or expression, genetic information, national origin, protected veteran status or any other classification protected by law.