Executive and Personal Assistant to Producer/CEO

This is a Full Time Job

Seeking executive and personal support for Producer Bill Block.

Executive responsibilities:
• Manage Producer's calendars, orchestrate travel logistics, make reservations, communicate pertinent directions and instructions for meetings and events.
• Manage phone and email correspondence. Keep diligent records of all contacts.
• Manage and coordinate logistics with all office staff
• Maintain digital and physical filing system of all legal, financial, business, and personal documents.
• Update and organize scripts, submissions, production-related documents, personal documents, NDAs, expense reports, etc.
• Maintain large database of logins, passwords, memberships, and travel documents. Make note of expiry dates and renew accordingly.
• Update and maintain personal & business contacts including email, phone numbers and work/home addresses.
• Track all expenses and correlated ventures to be turned in to accounting
• Create and/or track invoices for expenses related to travel reimbursements, production costs, etc.
• Execute runs for both personal and business errands. Handle online ordering and shipping for both personal and business needs.
• Coordinate logistics during awards season if Producer is attending events.
• Provide simple technology troubleshooting support on a standby basis.
• Anticipate and preemptively act upon logistical complexities

Personal responsibilities:
• Liaise with and complete tasks for the family as needed
• Manage travel logistics for the family
• Set and coordinate personal appointments
• Manage and coordinate logistics with all household staff
• Actively maintain current list of essential personal contacts, such as doctors, pharmacies, etc.
• Manage and track acquisition and movement of artwork
• Plan, coordinate, and direct parties and events as needed
• Handle gifts and reminders for both birthdays and annual holiday gifting
• Work closely with Producer's family and communicate schedule needs / changes to them when appropriate.
• Oversee household upkeep and delegate needs to staff

Qualifications:
• Demonstrates professionalism and ability to maintain the highest level of confidentiality.
• Ability to shift priorities quickly in response to changing circumstances, remaining flexible, calm, and focused while multi-tasking.
• Excellent communication skills, both written and verbal, with the ability to effectively and efficiently communicate with all levels of Producer, management, staff, and talent.
• Excellent organizational and follow through skills a must.
• Ability to work independently and take ownership of special projects.
• Must be a resourceful problem solver
• Demonstrated ability to partner with others and build relationships, team player.
• Ability to write professional correspondence.

Technical Skills:
• Microsoft Word, Powerpoint, Excel
• Google docs, sheets, slides, and drive
• One Drive
• Zoom & Google Meets
• Docsend & Adobe Acrobat
• Quick learner for new software

Hours:
Position will begin part-time for onboarding period, then will transition into full-time
Once full time: Candidates must be available for a 45-55 hour work week + nights and weekends as needed. 24/7 availability via phone and email required for urgent matters.

Compensation:
Based on skills/ experience. Benefits not included.