Administrative/Executive Assistant

This is a Full Time Job

Seeking a highly skilled Administrative/Executive Assistant to support the very busy founder/CEO of a boutique business management firm and their high net worth entertainment clientele. In this visible role, you will have the opportunity to demonstrate your exceptional professionalism, sound judgement, organizational skills, attention to detail, excellent verbal and written communication, all while maintaining a high degree of confidentiality and discretion. You will be responsible for calendar management, forward planning, assisting with special projects, designing and producing documents, reports, and presentations, composing and preparing correspondence, making travel arrangements and addressing situations that may contain sensitive, personal and confidential topics. You will also provide a bridge for smooth communication between the CEO and internal and external partners, helping to determine the appropriate course of action, referral, or response and exercise judgement to reflect the executive's style and organisational culture.

We encourage you to take ownership,initiative and bring creative ideas and solutions, as there is room for advancement!

LOCATION
Burbank, CA | Fully in the office l Business-casual dress code

RESPONSIBILITIES
- Answer telephones, provide answers as appropriate, direct calls and emails to the appropriate individual, taking messages when needed
- Manage inquiries from clients, external stakeholders or vendors
- Organize and prioritize deadlines, follow up on tasks and keep CEO informed of progress
- Maintain CEO's calendar, coordinate conference calls and take meeting notes
- Anticipate and prepare meeting materials and reports needed by CEO
- Coordinate appropriate domestic and international travel arrangement
- Send, receive, and distribute mail, faxes and packages
- Verify and reconcile vendor invoices
- Research vendor statements, phone calls and discrepancies
- Process and deposit client checks
- Assure correct and timely submission and distribution of required reports
- Maintaining electronic filing systems, up-to-date records, and contacts
- Conduct special projects as assigned

Minimum two (2) years of relevant experience in business management, entertainment, financial services or law is preferred
- A history of success in previous positions. Strong references from previous employers.
- Strong attention to detail
- Ability to work autonomously, be proactive, multi-task, prioritize, organize, communicate, and function on a small team in a collegial environment while executing numerous projects and tasks concurrently
- Strong work ethic, integrity and ability to take direction
- Strong sense of responsibility and personal ownership over work
- Proficiency in Microsoft Office Suite - mainly Word, Excel and Outlook. Quickbooks experience a plus!
- Excellent interpersonal and written communication skills
- Maintain high-level of confidentiality
- Excellent research skills.
- Ability to interface effectively with clients, prospective clients, visitors and/or vendors in an atmosphere of dignity and decorum.
- High school diploma
- Valid driver's license
- Able to pass a background check