Coordinator, Executive Office

This is a Full Time Job

We are looking for an 2nd assistant for our executive office, who will work in partnership with the executive's 1st assistant on the responsibilities listed below. The role includes general personal and administrative support for the executive. The Coordinator will manage business and personal tasks such as scheduling meetings, organizing travel and accommodations, taking meeting notes, rolling calls, running errands, and other organizational tasks. To do this role properly you should have experience in the entertainment field, be extremely fast at solving problems, have a professional demeanor, and the willingness to do any task (no matter how small).

Responsibilities:

• Reviewing and filtering all incoming and outgoing mail, calls, and emails
• Managing the executive's calendar and meeting requests, coordinating appointments and ensuring everything runs in a smooth, timely manner
• Acting as a liaison and first point of contact with internal and external creatives, agents, and various other executives, interacting with them in a professional and timely manner
• Filing and organizing paper and electronic documents, such as emails, reports, and other administrative records
• Helping prepare for meetings
• Accurately taking notes from meetings
• Provide general administrative support

Requirements:

• At least one year of administrative experience in the entertainment industry
• Bachelor's Degree required
• Must be extremely organized, proactive
• Must be proficient with MS Suite and Google Drive
• A proactive approach to problem-solving with strong decision-making skills
• Professional verbal and written communications skills
• Ability to organize daily priorities and meet deadlines
• A strong team player who works well with peers