Executive Assistant

This is a Full Time Job

This is a full time, in office position.

POSITION TITLE

Executive Assistant

TIME REQUIREMENTS

Full-time - 9:00 am - 7:00 pm, one-hour lunch break from 1:00 - 2:00 pm.
After hours, as needed.

JOB BRIEF

We are seeking a full-time executive assistant to provide high-quality administrative and clerical assistance and to support the two founding partners in an efficient and professional manner.

The Executive Assistant's main duties include answering phones, scheduling meetings and conference calls, organizing daily calendars, communicating with clients and overseeing client schedules. To be successful in this role, candidate should be proactive, resourceful, professional, efficient, and communicate effectively. Our ideal candidate has a positive attitude and a can-do spirit, preferably with previous experience as an Executive Assistant in the entertainment industry and a familiarity with office management technologies.

Applicants should be able to identify and anticipate the needs of the partners and to perform administrative tasks to ensure the company's workflow runs smoothly.

As a note, our offices are located in a residential area. It's a professional, private location and is strictly an office space and not a home-office.

RESPONSIBILITIES

Coordinate daily calendars of partners

Plan appointments, meetings and conference calls

Draft correspondence to clients including memos and itineraries for meetings, auditions, production needs, publicity and travel

Draft client booking sheets

Oversee and track client schedules, release dates and airdates

Maintain and update internal databases, including contacts, client information sheets, client blurb sheets, client resumes and biographies, casting director lists, among others

Manage phone calls, e-mails and mail

Respond promptly to partner and client requests

Make travel arrangements

Suggest more efficient ways to run the office and troubleshoot malfunctions, including dealing with office vendors

Manage office supplies and other household tasks

Review trades and newspapers for relevant interviews and articles

Coordinate client birthday and start gifts

Limited personal assistant responsibilities

REQUIREMENTS

Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role, preferably in the entertainment industry

Awareness of the key players in the entertainment industry

Strong written and verbal communication skills (via phone, e-mail and in-person)

Knowledge of office procedures

Familiarity with online calendars and cloud systems, specifically Microsoft Outlook and Mac computers. Familiarity with the casting websites (Breakdowns, Cast It, and Casting Networks) is a plus

Experience using office equipment

Experience exercising discretion and confidentiality with sensitive company information

Excellent organizational skills with an ability to think proactively and prioritize work

Basic accounting skills are a plus

College degree preferred