Executive Personal Assistant

Full Time Job
About the Position:
FMA is looking for a passionate and organized assistant to support its CEO. This role will provide personal and administrative support for the day to day activities of the CEO. This opening is based in Beverly Hills and in-person work is required. The ideal candidate should be motivated and capable of completing administrative tasks in a fast-paced environment. Additionally, 1-2 years of experience in a comparable role within the music industry is highly preferred.

Duties & Responsibilities:
-Serve as the primary point of contact on behalf of the CEO for staff, clients, & industry contacts maintaining credibility, confidentiality, & trust
-Monitor and prioritize executive's emails with the ability to flag important items
-Send schedule daily and follow up with reminders to maintain the flow of the day
-Managing client and manager calendars with confirmed shows, interviews, releases, meetings, calls, and deadlines
-Heavy scheduling and calendar management
-Coordinate with teams internationally, working across multiple time zones
-Update tour routing sheets
-General upkeep and organization of clients' assets (artists' press kits, press shots, bio, masters, artwork, and contracts)
-Assist with meeting prep, agendas and dissemination of notes/action points
-Assist with the coordination of department and external facing events (sending out invitations, booking venues, etc.)
-Oversee extensive domestic and international travel arrangements (creating itineraries, booking flights, arranging ground transportation)
-Process and submit expenses, in line with company policy, on a monthly basis
-Rolling calls and taking messages
-Attending meetings with clients or business contacts on behalf of the CEO
-Assist with personal items- scheduling personal care appointments, health and wellness needs, vehicle maintenance, etc.
-Identify and purchase unique gifts for clients, friends, and family
-Assist with overseeing office maintenance and operations
-Running miscellaneous errands as needed
-Ad-hoc projects and administrative support as needed

Requirements & Qualifications:
-1-2 years' experience in a comparable role
-Previous experience working under a C-level executive is a huge plus
-Must have demonstrated experience and knowledge of the music industry
-Excellent interpersonal skills; comfortable interfacing with executives, clients, associates, and other internal and external business contacts
-Ability to plan ahead and anticipate needs
-Excellent written and verbal communication skills
-Must be resourceful and have the ability to problem-solve independently when needed
-Advanced Microsoft Office and Google Suite skills
-Candidate must have the ability to work well in a dynamic and fast-paced organization and manage multiple tasks and conflicting priorities
-Exceptional organizational and time management skills- ability to work against deadlines, independently manage workload, be adaptable, and highly flexible
-Attention to detail and timely follow up
-Demonstrated ability to handle sensitive issues and maintain complete confidentiality
-Must have access to reliable transportation to run errands as needed