Executive Assistant

This is a Full Time Job

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with a great attitude to support our Founder. The ideal candidate will be a masterful problem-solver and an organizational force. This role requires exceptional communication skills, a high level of discretion, and the ability to multitask in a fast-paced, dynamic environment. The assistant role is responsible for performing a variety of administrative tasks to provide support in all client and company matters, and there will be personal assistant duties and tasks required as well. Schedule and availability would be best for someone who is flexible and available (i.e. nights and weekends as needed).

Entertainment experience at a talent agency, management company, advertising/marketing agency, PR agency, or related field, as well as knowledge of or interest in digital influencers, is a plus.

Key Responsibilities:
(Executive Support)

• Provide high-level administrative support to our Founder, including managing calendars, scheduling meetings, and coordinating travel arrangements and company events.
• Prepare and revise pitches, correspondence, communications, presentations, and other documents.
• Assist in the preparation of executive-level presentations and materials for meetings.
• Maintain a call log and take detailed messages and notes.
• Handle confidential information with the utmost discretion and professionalism.
• Assist with personal tasks and errands as needed to ensure the Founder's schedule runs smoothly.

(Office, Projects & Team)

• Coordinate and manage special projects as assigned, ensuring they are completed on time and within scope.
• Manage and oversee a team of interns and virtual assistants.
• Manage and assist in hiring interns.
• Onboard and update client marketing materials.
• Maintain and update company databases.
• Manage deal logistics including invoicing, scheduling, and coordinating.

Qualifications:

• Bachelor's degree or equivalent experience.
• Experience and/or interest in celebrity and influencer branding is a plus.
• Must have a car and valid driver's license.
• High level of interpersonal skills to handle varied personalities and sensitive situations.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• A natural problem-solver with strong tech skills, able to work independently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Canva, Airtable, ClickUp, Flodesk, and other relevant software.
• Experience using AI productivity tools such as ChatGPT, Claude, Gemini, or similar platforms is highly desirable, along with the curiosity to learn emerging tools.
• Ability to manage multiple priorities and adapt quickly to changing demands.
• High level of professionalism and discretion in handling sensitive and confidential information.
• Positive attitude, proactive approach, and a strong sense of urgency.
• Ability to work well under pressure and manage tight deadlines.

Why Join Us:

• Be part of a dynamic and creative environment with opportunities for growth and development.
• Work with a team of passionate and driven professionals who are leaders in the entertainment industry.
• Competitive salary and comprehensive benefits package.
• Access to exclusive industry events and networking opportunities.
• Opportunity to make a significant impact and contribute to the success of our talented clients.