Assistant to Director

This is a Full Time Job

Job Title: Executive Assistant to Talent Agency Executive
Location: [New York, NY, Los Angeles, CA / Hybrid]

Position Overview:
We are seeking a highly organized, proactive, and passionate Executive Assistant to support one of our senior executives. This dynamic role will place you at the heart of the agency's work with some of the industry's most in-demand artists and projects. Ideal candidates will not be intimidated by a heavy workload in a fast-paced environment and will thrive while supporting strong personalities.

Key Responsibilities:

Maintain an awareness of the executive's internal and external obligations to anticipate and meet their needs.
Manage heavy call volume with professionalism and discretion.
Schedule and coordinate meetings, appointments, and travel arrangements across complex, multi-time-zone calendars.
Act as a liaison between the executive and high-profile clients, agents, photographers, directors, stylists, and other key stakeholders.
Prepare, edit, and proofread correspondence, presentations, pitch materials, and project decks.
Take detailed notes in meetings and calls to ensure accurate follow-up.
Assist with the coordination of photoshoots, fashion campaigns, music videos, and related events, ensuring seamless execution.
Conduct research on artists, brands, and projects, providing insightful summaries to inform decision-making.
Manage expense reports and basic accounting tasks related to the executive's activities.
Anticipate the executive's needs and proactively address potential issues to ensure a smooth day-to-day workflow.
Provide general administrative support and perform diversified duties with minimal supervision.
Use sound judgment to assess incoming calls, accurately record messages, and independently address or escalate inquiries.
Be available to work occasional nights and weekends as needed.
Complete additional duties and projects as assigned.

Qualifications:

Strong attention to detail and ability to handle complex instructions with care and thorough follow-through.
Proven ability to multitask, prioritize, and solve problems independently in a fast-paced, demanding environment.
Friendly, open demeanor with the ability to maintain strict confidentiality at all times.
Exceptional written and verbal communication skills.
Previous experience as an executive assistant, personal assistant, or in a similar role within the fashion, beauty, entertainment, or music industries.
Deep understanding and appreciation for the creative industries and familiarity with key players, brands, and culture.
Proficiency in Microsoft Office Suite, Google Workspace, and social media platforms (Instagram, Twitter, Facebook, YouTube, TikTok, SoundCloud, etc.).
Ability to use initiative and exercise independent judgment.
Strong organizational and time management skills, with the ability to meet critical deadlines.
Ability to build and maintain positive working relationships with those contacted in the course of work.
High level of discretion, integrity, and professionalism.
A proactive, can-do attitude with the ability to work independently while collaborating closely with the executive and wider team.

Why Join Us?

Be at the center of the intersection of art, fashion, music, and celebrity culture.
Collaborate with some of the most talented and influential creatives in the industry.
Enjoy a competitive salary, benefits, and opportunities for growth within a dynamic, collaborative environment.
The preceding job description is designed to indicate the general nature and level of work performed within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.