ConfidentialNew York, NY
Full Time Job
Manhattan based independent production company headed by well known producer seeks qualified personal assistant to the CEO.
An ideal candidate will have experience in the film industry and in office setting preferably as an assistant or with an agency. Understanding of the workings of an office are a must as is organization, intelligence and drive. Required are a familiarity with the industry and its players. Must be comfortable working in a fast paced, high pressure environment.
Daily management of all scheduling, all appointments and conference calls both domestic and international.
Handling phones and insurance claims
Reporting to CEO who will prioritize responsibilities, delegate tasks and approve all correspondence
Maintaining a daily agenda book and itineraries
Placing orders for gifts and supplies as needed
Taking care of basic payments and scheduling appointments
Managing and following up on incomplete assignments
Setting up business and personal meetings
Coordinating and assisting with travel plans
Maintaining a monthly calendar and catching all conflicts and reminders
Keeping track of ongoing responsibilities, principally by creating daily 'to do' document
Organizing special events, parties, meetings, rsvp lists
Processing expense reports on 2 credit cards
Once all daily admin is running smoothly ad hoc projects will be added to duties
Driven with a positive attitude
Eager to learn
Excellent working knowledge of Gmail and Google Calendar
Detail oriented with strong proofreading skills
An ability to work in fast paced and often changing environment
A Problem solver who thinks quickly
Excellent time management skills, a multi-tasker who can switch from one task to another
An ability to anticipate needs and questions
Research skills to find emails
A good memory and an ability to keep track of lots of information
Extremely thorough with keen attention to detail
Ability to take direction and follow instructions
Mac and Microsoft OfficeSuite savvy
Must know how to organize and maintain calendars
An ability to anticipate possible conflicts
Good written and oral communication skills
Great organization skills
Understanding that the utmost in confidentiality and discretion is required
A knowledge of how to prioritize executive and personal tasks and follow up on incomplete assignments
Must be able to pass a comprehensive background check
Bilingual English/Spanish would be an asset (not indispensable)
This is a full time position, to start immediately.
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