Business Affairs Administrative Assistant, Nonfiction

This is a Full Time Job

We are seeking an Administrative Assistant based in Los Angeles to support the Nonfiction Business Affairs team. This is a close-knit and collaborative group. The successful candidate will be a natural connector; someone who is warm and personable, a strong verbal and written communicator, curious and proactive and energized by building relationships across the team and the broader business.

This is a demanding role that calls for good judgment, initiative, and a positive attitude. If you are self-motivated, quick-thinking, flexible, and able to juggle diverse responsibilities with a strong emphasis on organization and attention to detail this role puts you at the center of business affairs work.

What You'll Do:
• Manage busy calendars for Business Affairs directors, including scheduling meetings and calls internally and externally across multiple time zones
• Build strong working relationships with fellow assistants and stakeholders across the business
• Coordinate travel arrangements (domestic and international) and process travel and expense reports
• Prepare agendas and materials for meetings, and circulating memos and follow-ups as needed
• Serve as a friendly, professional point of contact for internal teams and external parties, by phone, email, Gchat, and Slack
• Support team projects and keeping trackers and project logs up to date, including in Airtable
• Assist with agreement logistics using Watson and Docusign (e.g., routing documents for signature, organizing files, and tracking execution status)
• Onboard new team members and help maintain team-wide onboarding materials
• Create and format presentations and documents using Google Suite and Microsoft Office
• Manage space planning, office moves, and onboarding of new hires, including maintaining onboarding processes and documentation
• Handle confidential and sensitive material with discretion

What You Bring:
• Prior experience in an administrative or executive support role
• Preferred experience supporting a legal, business affairs, or media/entertainment team
• Proficiency with Google Suite (Gmail, Gchat, Calendar, Docs, Slides, Sheets), Microsoft Office, Slack, and Airtable in a business environment (not just personal use)
• Excellent verbal and written communication skills, with a confident, polished phone presence
• A natural connector who builds rapport easily and works well with people at all levels and from different backgrounds
• Strong organizational skills and the ability to prioritize and adapt quickly as things change
• Resourceful problem-solver who can navigate a large organization with multiple stakeholders
• Impeccable judgment and discretion; able to maintain confidentiality at all times
• Comfort using AI tools to work more efficiently, with sound judgment about what information is appropriate to share and a habit of reviewing outputs before relying on them