Executive Assistant

This is a Full Time Job

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