Be Social Public RelationsWest Hollywood, CA
Full Time Job
Be Social is a premium lifestyle communications agency. With a fresh, savvy approach to modern media, we create strategies for brands to connect to their consumers. We specialize in public relations, social media marketing, influencer relations, and talent management. Be Social is a public relations agency for brands looking to create an awareness across multiple touch points. Our agency is based in West Hollywood, California. We are looking for an Executive Assistant to assist our Founder.
Enhance Founder's and company's effectiveness by providing office and administrative support.
Maintaining Founder's appointment and travel schedule (25%), office facilities management (25%), internal and external-facing administrative duties (40%), and assistance with personal tasks (10%).
Appointment + Travel Schedule (25%)
Maintain Founder's appointment schedule by planning and scheduling meetings, conferences, teleconferences, events, and other appointments.
Serve as the gatekeeper for Founder-related requests; Use good judgement to prioritize and filter information and meeting requests, as needed.
Conduct in-depth research on meeting subjects and their respective companies, and provide a detailed brief to Founder prior to meeting.
Represent the Founder in meetings, as needed, by taking notes, bringing up key considerations, and relaying information.
Coordinate travel arrangements including air and ground transportation, hotel reservations, visas and other travel documentation.
Accompany Founder on trips and to meetings to assist with business-related needs.
Office Facilities Management (25%)
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Identify facilities management vendors for the LA Office including janitorial, IT, gardening and landscaping, property management; Maintain contracts and schedule services.
Receive and direct external visitors.
Handle all incoming and outgoing shipments and mail in a timely fashion.
Ensure the office closet is organized and all products and inventory are accounted for and easily accessible.
Administrative Duties (40%)
Handle all incoming calls and point to appropriate person.
Assist Founder in day-to-day administrative tasks, from business operations to general, personal support as related to agency.
Works closely and effectively with the Founder to keep her well informed agency operations, upcoming commitments and responsibilities.
Monitor Founder's email requests and respond promptly or follow up with Founder for timely response.
Conserve Founder's time by reading, researching, and routing correspondence, drafting acknowledgment letters, emails, documents, and agreements; collecting and analyzing information and initiating communication with relevant parties.
Create reports, update internal databases, and organize any and all key information for effective decision-making.
Work with HR Consultant and/or Business Manager on delivering employee packets, compiling expenses, receipts, reports, and other bookkeeping or HR paperwork.
Record meeting minutes and follow up with all post-meeting action items and outstanding resolutions.
Act as Founder point-of-contact to employees, clients and talent.
Facilitate internal communication by distributing key information, announcements, scheduling presentations, coordinating events, and more.
Stay constantly aware of agency-wide operations and escalate high-priority needs and issues to Founder and VPs.
Support VPs with administrative tasks, as needed.
Organize needs of agency's Culture Committee and assist with scheduling team outings and culture events.
Oversee internship program hiring and organization.
Oversee job applicants and resumes and share with appropriate hiring managers and teams.
Help oversee accounting needs through Bill.com and Expensify.
Update and track PTO for employees via Zenefits.
Work with business managers to locate checks, receipts, open mail and bring check deposits to the bank.
Personal Assistance (10%)
Handle personal projects, needs, and personal errands for Founder, as needed.
SKILLS & EXPERIENCE:
2-4 years of direct executive administrative experience for a founder, CEO or entrepreneur.
Extremely well-organized, methodical and efficient, detail-oriented.
High EQ, ability to handle multiple priorities and projects at the same time, good dose of common sense.
Must take initiative! Proactive worker that requires little guidance and hand-holding.
Creative and strategic problem-solver; resourceful and persistent.
Knowledge of Quickbooks for business.
Proficiency in Google Business Suite (Gmail, Google Calendar, Drive), MS Word, Mac, Numbers and Pages.
Collaborative, hardworking, positive, and enthusiastic attitude.
WORKING ENVIRONMENT/PHYSICAL DEMANDS:
Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data using a computer keyboard, and to perform; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal classroom levels and on the telephone; speak in audible tones so that others may understand clearly in normal classrooms and on the telephone; physical ability to lift up to 25 pounds.
401K Health, Dental, Vision Insurance PTO Sick Days
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