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SalaryWe are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to a senior level executive. The successful candidate will play a pivotal role in ensuring the smooth functioning of the executive's daily activities and contributing to the overall efficiency and success of the organization.
The Executive Assistant will handle a wide range of tasks, including managing schedules and travel, coordinating meetings, handling correspondence, interacting with clients and talent and assisting with various projects. The ideal candidate must possess excellent communication skills, impeccable attention to detail, and the ability to work in a fast-paced and dynamic environment.
Responsibilities:
- Calendar Management: Efficiently manage and coordinate the executive's calendar, scheduling meetings, appointments, and travel arrangements, while ensuring there are no conflicts and maximizing time efficiency.
- Communication: Serve as the primary point of contact for the executive, screening calls, handling emails, and responding to inquiries on their behalf. Maintain open lines of communication and follow up on pending issues.
- Meeting Coordination: Plan, organize, and coordinate meetings, conferences, and events. Prepare meeting agendas, take minutes, and distribute relevant materials to participants.
- Travel Arrangements: Arrange domestic and international travel, including flight bookings, hotel accommodations, transportation, and visa processing, ensuring all travel arrangements are seamless.
- Document Preparation: Draft and review various documents, presentations, reports, and correspondence. Ensure accuracy, proper formatting, and adherence to company guidelines.
- Information Management: Organize and maintain files, documents, and records related to the executive's activities. Maintain confidentiality and security of sensitive information.
- Project Support: Provide assistance with special projects and initiatives as directed by the executive team. Collaborate with other departments to facilitate cross-functional projects.
- Relationship Management: Build and maintain strong working relationships with internal and external stakeholders, such as clients, talent, and partners.
- Office Administration: Assist in general office management tasks, including ordering supplies, managing office equipment, and coordinating maintenance when needed.
- Time Management: Help the executive prioritize tasks and manage time effectively to meet deadlines and accomplish objectives.
Requirements:
- Minimum 4+ years of prior experience as an Executive Assistant or similar role, preferably supporting top-level management.
- Bachelor's degree in Business Administration, Management, or a related field is preferred but not mandatory.
- Strong organizational skills and the ability to multitask effectively in a fast-paced environment.
- Excellent written and verbal communication skills, with exceptional attention to detail.
- Proficiency in office software (e.g., MS Office, Google Suite) and the ability to quickly adapt to new tools and technologies.
- Discretion and the ability to handle confidential information with utmost professionalism.
- Strong problem-solving skills and the capacity to take initiative and work independently.
- Exceptional interpersonal skills, with the ability to build positive relationships and collaborate effectively with diverse teams.
- Flexibility and adaptability to handle unexpected changes and evolving priorities.
- Willingness to work outside regular office hours when necessary.
- Knowledge of project management tools and techniques preferred.
- Familiarity with customer relationship management (CRM) software a plus.
The compensation for this position is $33.65 per hour.
Our offices are located in Westwood Village, Los Angeles, CA. This position works in the office 5 days a week Monday through Fridays. We offer a very competitive benefits package, annual bonus, and a creative and dynamic working environment.
Disclaimer: This job description only provides an overview of job responsibilities that are subject to change.We are an Equal Opportunity Employer
