Executive Assistant
CAA
Los Angeles, CAThis was removed by the employer on 4/17/2020 9:04:00 AM PST
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Full Time Job
Executive Assistant III
Job Description
The Role:
The Executive Assistant III is an opportunity for a top-caliber assistant to join our team. This role is focused on helping with the organizational, informational and day-to-day management and administrative needs, as it pertains to the Executive's personal travel, house management, client and family gifts, events, and other personal/family projects.
The Executive Assistant III is an integral role that will help to manage the logistics and information flow of the Executive's life. The ideal candidate is highly organized, detail-oriented, thoughtful, proactive and knows how to comport themselves with a broad array of Partners, employees and A-level clients; someone who can significantly enhance productivity and contribute to the success of the team.
*Please note this role is not for candidates seeking the Agent career path.
Responsibilities:
• Book and coordinate all aspects of Executive's and family's personal travel (Christmas, Spring Break, 4th of July, etc)
• Organize and execute the selection, purchase, and delivery of all gifts for Executive's clients, family, colleagues, and staff (birthdays, Christmas, etc)
• Work closely and effectively with Executive's existing team to plan and execute Executive's personal and business-related events & parties
• Handle and process internal and external charitable table requests for events in which CAA purchases a table, tickets, or ad
• Liaise with Executive on requests relating to his extended family
• Manage the weekly and yearly commitments of Executive's car and other family vehicles
• Process any ticket requests (from Executive or otherwise) that come in for Broadway shows, sporting events, concerts, etc
• Oversee all responsibilities regarding Executive's LA residence and NY apartment. Work closely with the LA and NY house managers/staff
• Ensure the Executive's bio is consistently updated and respond to requests for materials for executives and the organization in general
• Maintain contact records in Outlook and regularly update contact information for employees and external network
Qualifications:
• 2 plus years of experience working in an administrative, managerial office or executive assistant capacity
• Deep intrinsic respect for confidentiality. Embodies the core value of discretion
• Attention to detail and strong organization skills are a must. Ability to manage information (calendars, requests, projects) and bring clarity, coordination and order to a broad portfolio of meetings, projects and initiatives
• Experience working in collaborative environments with multiple cross-functional partners, and ensuring successful accountability and delivery for all parties involved
• Sound judgement and interpersonal skills, along with being adaptable and resilient
• Ability to work well under pressure and problem-solve; meet tight deadlines; manage multiple projects and expectations; and maintain a sharp focus while managing competing priorities
• Strong written and verbal communication skills
• Team player, someone with a proven ability to work cross-functionally and manage a complex people landscape
• Demonstrated passion for creative industries
• Ability to engage with a variety of individuals (creative, executive, top talent) in a professional manner
• Strong command of the Microsoft Office suite (i.e. Word, Excel, PowerPoint)
Education:
• A Bachelor's degree is required