Select Page

Confidential via 80Twenty

Our client, an A-list celebrity, global actress, CEO and avid activist is looking for a proactive, extremely detail-oriented and calendar whiz Executive Assistant. This is a critical and highly visible role within the organization, focusing on executive time management and cross team collaboration. The executive assistant will own extensive calendaring responsibilities, meeting planning, have a strong understanding of production hierarchy and provide on-site support as needed. This person will be pivotal in day to day communication both internally and externally! Typical days are 8a-6p and hours can vary (including weekends), flexibility is key.

 

Our client is doing amazing work, is world renown and deeply passionate about cultivating a positive, strong and diverse culture!

 

GENERAL RESPONSIBILITIES:

 

Calendar management (internal, external meetings, utilizing insight, decision-making and prioritization skills to manage daily action items
Manage on-going call list
General correspondence with the internal team, agents, lawyers, business partners, etc. Write drafts of letters and thank you notes for personal, professional and gifting
Maintain and distribute daily and weekly schedules to CEO
Run errands, as needed
Professional gifting
Manage confidential information with the utmost discretion and professionalism
Coordinate travel: flights, transportation and accommodation as needed
Travel/accompany CEO on trips as needed (domestic/intl)
Ensure office supplies are ordered and stocked, manage parking for visitors
Expense management, including expense reimbursement forms, and tracking of OOP expenses for GLAM
Glam & Styling:

Schedule: hair, make-up, nails, and stylist
Communicate OOP rates (baseline to be confirmed with CEO). Anything outside of standard should be communicated with COO + external partners
Coordinate and assist at fittings, as needed
Work closely with home team to manage returns as needed
ON SET & In-person RESPONSIBILITIES

 

Arrive before CEO, and be there to help wrap up at the end of the day
Confirmations and schedule sent the day before (time to set, styling, etc.)
Set up + take down of trailer, as well as trailer inventory and maintenance
Coordinate food trucks
Production Binder Maintenance
Line Prep (if necessary)
Liaison to guests when they come to set
Food (juice runs and/or food coordination)
Production gifting
QUALIFICATIONS AND COMPETENCIES

 

Minimum of 2 years administrative or executive assistant experience in a high paced environment. Preferably at an Agency, Studio, or Management Company.
Outstanding anticipation, planning, and organizational skills
Friendly and professional demeanor / relationship management
Attention to detail
Ability to prioritize, adhere to critical timelines and multi-task
Proficient in Google Docs and MS Office including Microsoft Word, PowerPoint, and Outlook
Excellent written and verbal communication skills
Professionalism, integrity, and discretion at all times
Solution oriented & creative problem solver
Ability to adapt quickly to changing schedules and priorities
Ability to travel domestically and internationally
Ability to create and maintain effective internal and external working relationships
Valid California driver’s license, reliable transportation with required registration and insurance

 

Open to non members as well.

To apply for this job email your details to 23235.resumes@sl33tracker.bullhornstaffing.com