Executive Assistant
Jane Owen PR
West Hollywood, CAThis was removed by the employer on 10/23/2017 2:46:00 PM PST
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Full Time Job
-Be in charge of scheduling, including meetings and calls for Jane, as well as the office. Experience using Google Calendar is a plus.
-Update Jane by text each evening with the next day's schedule and each morning with that day's schedule. Please be on top of changes, as confirmations and changes often happen overnight and throughout the day.
-Text reminder to Jane 30 minutes, 10 minutes and 5 minutes before each call.
-Calculate when Jane needs to leave for meetings outside the office, and send reminders when she needs to get to the next place. Add in travel time needed to get from one meeting to the other.
-Dial into conference calls to wait until Jane and other callers join. If needed, please stay on (on mute) to take notes.
-Keep notes on each meeting so that everyone in the office knows if proposals or follow-ups are needed. Check at the end of the day with Jane to see if anything has come up that needs to be addressed.
-Be responsible for sending out invoices and making sure payments are processed.
-Book reservations for Jane's lunch and dinner meetings.
-Send out itineraries and event details to clients.
-Keep a clean and tidy office for staff as well as guests.
-Possibly assist with organizing and running JOPR events.
-Submit clients to events and be able to assist them during the events, including walking the red carpet.
-Help out with a variety of errands, including but not limited to: mailing products, dropping off documents, driving Jane to the bank .to deposit checks, etc.
-Handle a variety of office tasks, such as faxing, copying, printing etc.
-Check the mail daily.
-Have a flexible schedule that accommodates last minute changes.