Executive Assistant/Travel Coordinator

This is a Full Time Job

A Production company has an immediate need for a hardworking superstar assistant and travel coordinator to support the Chairman and his Chief of Staff. This role is expected to work in the office at least 4 days a week.

We are looking for someone who thrives in a fast-paced environment, is extremely organized, detail-oriented and can remain calm under pressure. This job requires a meticulous assistant who has a love for detail, is resourceful, enthusiastic, motivated, and is a dedicated self-starter with a no job is too small attitude.

The ideal candidate should be able to handle multiple projects at once, be up on current trends, have excellent phone and people skills, be able to deal with strong personalities, anticipate needs, and stay on top of a multitude of projects and details.

A minimum of two years of experience at a studio, production company, agency, or management company is required, along with experience coordinating executive or private travel and liaising with travel agencies. Any additional travel-related experience is a strong plus.

Roles And Responsibilities:
• Heavy domestic and international travel for business and personal (including for family).
• Create extensive travel itineraries, gathering travel quotes and conduct in-depth travel research.
• Credit card reconciliations, expense reports, Concur software, purchase orders, check requests.
• Manage social calendar, including business and personal invitations, family events, social appointments, medical appointments.
• Email correspondence and general day-to-day tasks.
• Database creation and management.
• Maintaining and updating contact information.
• Liaise with house manager and domestic staff.
• Liaise with business managers, agents' offices, attorneys.
• Gift Management: Birthday tracking, gift buying including gift research and suggestions.
• All mail, cataloging, scanning and archiving.
• Heavy restaurant research, reservations.
• Online item ordering, including digital movies and books, and all Literary archiving.
• Oversee watch lists and requests to studios for DCPs to view in home theatre.
• Greet guests and provide beverages.
• Maintain office cleanliness and tidiness.
• Organize call lists and send reminders.
• Other duties as assigned.

Qualifications:
• Bachelor's degree preferred.
• Ability to be discreet and appropriately handle sensitive and confidential information.
• Professional yet friendly people skills.
• Proven ability to anticipate needs and be resourceful.
• Tenacity when trying to achieve the unachievable.
• Strong attention to detail.
• Ability to multitask in a fast-paced environment.
• Outstanding organizational skills.
• Excellent written and verbal communication skills.
• Be able to work as part of a team and on your own initiative.
• Be able to devise systems and organize an office.
• Punctuality and reliability.
• Proficient in MAC systems, Airtable, Google Drive, social media and technology in general.