Executive Personal Assistant/ Office Manager

This is a Full Time Job

We are looking for an Executive Personal Assistant/ Office Manager to work directly with the President/CEO of a boutique Entertainment Management Company that represents a Multi-Grammy Award Winning Artist and Actor, Sports Personalities and Entertainment Business Ventures.

In this position, you will have a broad responsibility for managing the most critical functions of the office as both a “right hand” and as a “liaison.” You will work in a residential office environment in the Hollywood area and must be motivated, extremely detail-oriented, resourceful and a multi-tasker. You need to be an intelligent self-starter who pays attention to detail and is extremely professional when handling confidential matters. A demonstrated interest and commitment to the company’s work and mission is needed. Your general knowledge of the Entertainment Industry (Music, Movies and Sports) is a must.

You will be expected to use excellent judgment and discretion while working with others to ensure matters that do not need to be handled by the CEO are smoothly managed. You will work closely with the CEO to manage all aspects of activities that emanate from the office as well as be expected to perform successfully in the following core areas:

•Executive Assistance (Business and Personal)
•Relationship Management
•Office Management Administration

Duties include but are not limited to:

Must be assertive in anticipating the needs of the CEO.

Maintain and update CEO’s schedule as well as clients schedules regularly.

Ensure that the CEO’s calendar and heavy travel schedule, presentations and correspondence are managed appropriately.

Oversee all administrative issues while ensuring that information is provided to the CEO in a timely manner so that the company’s critical business and decision-making processes moves forward effectively.

Oversee all aspects of meeting planning and arrangements; including the communication of meeting details and materials required to all participants.

Responsible for a high volume of calls and emails. Maintain and prioritize email messages and follow up on emails as necessary.

Booking travel, and handling personal matters.

Personal errands, shopping, household management as needed.

Ability to work through scheduling demands and conflicts with composure and diplomacy

Ability to demonstrate professionalism and discretion when dealing with clients.

Extremely resourceful, proactive and the ability to think outside the box

Assist Clients and their staff with special projects as needed/requested

Office management including the ability to provide a basic level of tech support and running the day-to-day operations of company.

Keep track of all receipts and generate expense reports or invoices as necessary.

Maintain and update contact data base files on computers and PDA devices regularly.

Ability to work effectively during down time.

Requirements

3 - 5 years experience as an Executive Personal Assistant to a President/CEO, VIP/Celebrity or High Net Worth Individual.

College Degree Preferred but experience will be strongly considered.

A detail oriented problem solver who takes initiative, can prioritize and follow through.
A decision maker and situational thinker. Needs to grasp things quickly and work well with and without direction. A good memory is necessary. Must be proactive and have the ability to think on your feet.

Professional, ethical, reliable, organized and multi-task oriented. Confidentiality, discretion, diplomacy and resourcefulness are imperative as is a positive attitude.

You should naturally possess a nurturing, compassionate and very personable disposition. Know when to have a laid back approach as well as when to assert yourself while handling business matters.

You will need to demonstrate common sense and good judgment. Ability to create, learn and maintain existing systems.

Flexibility in order to work with a schedule as well as ever changing priorities.

Must be thick-skinned and have the ability to work effectively with diverse and demanding personalities. Serve as a liaison to external parties who seek to make contact with the CEO or clients that are represented.

Ability to travel domestically and internationally is MANDATORY. Current and unrestricted passport is required. Valid Driver’s License is required. Applicant must have a reliable automobile with insurance in Los Angeles.

Applicant MUST have outstanding references and be prepared to sign a confidentiality agreement.
Must be a creative thinker with excellent written/verbal communication skills.

Working knowledge of web and online programs such as Facebook, MySpace, LinkedIn, Twitter

Must be proficient on MAC with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Quickbooks)

Must be very comfortable with creating/editing presentations/stacks

Must be either Blackberry, IPHONE or PALM savvy.

Professional appearance and professional wardrobe expected daily.