Executive Assistant
SME Entertainment
Los Angeles, CAThis was removed by the employer on 4/9/2019 7:03:00 PM PST
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Part Time Job
Executive Assistant (Temp.)
Searching for the ideal candidate for this Temporary Position as an Executive Assistant (Mon-Fri, half days for 3 months approx., $15/hr); with possibility of full time hire if it's a good fit (with full salary & benefits).
Assistant Duties:
• Preparing, editing & finalizing professional and confidential documents including, but not limited to, sales collateral, proposals, contracts, invoices, confirmation letters, introduction letters, thank you letters, offer sheets for corporate clientele and talent representatives
• Developing and maintaining an organized list of contact names and phone numbers for President, the talent we secure, and their representatives.
• Answer email, phone requests, and inquiries
• Prepare customer and speaker firm offers by compiling information from various sources, including questionnaires, email chains, and previous engagements
• Prepare client, speaker, and entertainment contracts by compiling information from previous contracts and email chains
• Help create and refine talent lists
• Utilize Adobe to make approved changes to contracts and deal memos
• Research and contact potential speakers and talent, to obtain contact and booking information and accurately communicate to President and sales team
• Add speaker and talent information (contact, fees, bios, preferences) to Salesforce - enter sales, conduct accurate tracking, reporting and follow-up
• Compose and send correspondence to current or potential clients and speakers as requested
• Check talent availability & fees
• Assist President by contacting potential customers via telephone and email as needed through prospecting
• Organize and execute internal projects in support of the sales departments
• Possess sufficient knowledge of industry marketplace, trends, and product knowledge
• Assist in making outbound calls and verify client or speaker information as directed and requested
• Assisting the President & talent with booking travel logistics (rental cars, private ground transportation, flights (private & commercial), hotel.
• Maintaining the President's calendar and daily To Do List - including conferences, calls, meetings & personal commitments
• Collecting the President's expenses for events & documenting travel receipts
• Keeping track of payments (payable & receivable) for multiple events
• Corresponding with clients on advance details for their upcoming events (communicating speaker a/v needs, sharing artist riders, marketing materials, etc.)
• Maintaining office inventory (keeping track of highly valued assets)
• Packaging/shipping of collateral throughout the year
• Assist with planning internal office celebrations/outings
• Other duties as assigned