Executive Assistant

This is a Full Time Job

Position Overview

Ray Hughes Management Company is seeking a highly organized, proactive, and detail-driven full-time Executive Assistant to support the President while collaborating with a small, fast-moving team. The ideal candidate is passionate about talent management, thrives behind the scenes, and serves as a key operational partner. This person is a self-starter who anticipates needs, is adaptable and resourceful, and is eager to learn and grow within the company, while managing multiple priorities with professionalism and discretion in a fast-paced environment.

Key Responsibilities
Manage and monitor all incoming email communications for the President, ensuring timely follow-ups and prioritization
Coordinate complex logistics and scheduling for the President and clients, including flights, hotels, ground transportation, shoot details, production schedules, event coordination, securing call sheets, and creating detailed travel and project itineraries (travel booking experience required)
Oversee and track all product gifting for digital clients
Prepare, update, and send invoices as needed
Take detailed meeting notes and distribute clear, timely follow-ups and action items
Maintain and update the company’s project management system (Asana experience is a plus)
Serve as a key liaison between the President, clients, and their professional teams

Qualifications
1–2 years of assistant experience at an agency, studio, or management company (digital media experience strongly preferred)
Proven ability to work under pressure, meet tight deadlines, and manage multiple projects with competing priorities
Exceptional organizational skills and meticulous attention to detail, especially when handling high email and call volume
Strong written and verbal communication skills
High level of discretion and professionalism when handling confidential information
Comfortable working directly with clients, brands, and professional teams
Proficiency in Microsoft Office and Google Workspace
Basic Adobe Photoshop skills are a plus (for light edits to one-sheets)
Valid driver’s license and insurance required
Comfortable working from a home office while maintaining high productivity and professionalism