Executive Assistant to CEO & Operations Support

This is a Full Time Job

Executive Assistant to CEO & Operations Support - Mid Level

Overview
Our firm is seeking a highly organized, proactive, and solutions-oriented Mid-Level Executive Assistant to support the Co-CEO and broader leadership team across scheduling, operations, internal coordination, and talent management and production workflows. This role requires someone who thrives in a fast-paced environment, can anticipate needs before they arise, and is capable of managing multiple moving parts with discretion and efficiency. The ideal candidate has prior agency, entertainment, media, talent management experience and understands how to operate with speed, attention to detail, and professionalism.

REQUIREMENTS:
2-4+ years of experience in executive assistance, operations, talent management, agency, entertainment, media, or startup environments
Strong organizational and project management skills
Ability to multitask and operate efficiently in a high-volume environment in a fully-remote firm
Excellent written and verbal communication skills
Detail-oriented with strong follow-through and problem-solving abilities
Experience using Google Workspace, Slack, Asana, HubSpot, or similar operational platforms
Comfortable adapting to evolving workflows and fast-moving priorities
AI-forward mindset and openness to utilizing new tools and systems

RESPONSIBILITIES:

Executive & calendar management
Manage complex calendaring across multiple time zones and shifting priorities
Coordinate internal and external meetings, calls, events, and travel logistics
Prepare meeting agendas, notes, follow-ups, and action items
Maintain organization across inboxes, scheduling, and executive priorities
Anticipate scheduling conflicts and proactively problem-solve
Operations & Project Coordination
Track ongoing projects, deliverables, and deadlines across teams
Maintain workflows and organizational systems within platforms such as HubSpot, Asana, Google Workspace, and AI-integrated systems
Assist in streamlining operational processes and internal communication
Ensure follow-through on team deliverables and leadership requests
Support onboarding processes, documentation management, and internal coordination
Talent & Client Support
Coordinate logistics for events, brand opportunities, and talent-related initiatives
Maintain accurate information across CRM systems and shared documents
Support communication between management, talent, brands, and internal teams
Administrative Support
Handle confidential information with discretion and professionalism
Organize files, decks, presentations, and operational documents
Support day-to-day administrative needs across leadership and team initiatives
Assist with company-wide coordination, meeting preparation, and internal reporting

Preferred Qualities
High sense of urgency and accountability in a fully remote team
Strong communication and interpersonal skills
Resourceful, proactive, and adaptable
Able to maintain professionalism under pressure
Interested in entertainment, creator economy, media, and culture