Executive Assistant/Special Projects Coordinator (Ent based client) – West Valley

Executive Assistant/Special Projects Coordinator needed for the Chief of Staff/Head of Philanthropy & Social Impact for Entertainment based Client

Will live within 30/40 minutes of West Valley

Up to 120K depending on experience, plus benefits

General hours are 9am – 6pm with flexibility as needed Monday through Friday.

An exceptionally busy executive, who wears multiple hats in a fast paced, ever growing entertainment based company,  who’s scope of responsibility includes:  management and chief of staff of all operations, running of philanthropic endeavors as well as overseeing and creating production of social impact projects seeks a VERY dynamic and experienced Executive Assistant.  The ideal candidate will have 3 – 8 years of EA work at the C level, preferably in entertainment.  Seeking someone who has worked with talent relations and events.  It is a plus if you have non profit, political or government experience as well  This role calls for someone who is a true self starter, has high attention to detail, is a solutions oriented individual who takes exceptional pride in their work.  The role calls for someone to be able to work well autonomously and within a team.  Will be able interface with the highest level of professionalism at all times.  Will have availability to travel at times, is tech savvy, accustomed to working in a fast paced, quick moving environment that at times can feel like a start up.

The duties of the position include but are not limited to:

Ensuring that the day to day needs of the executive are met at all times and will always ensure to think ahead of potential changes in schedule that can affect the overall day and week etc.

General Office Duties Including: answering the phone(s) line; ordering supplies and inventory; scheduling meetings and appropriate meeting spaces; managing executive us of conference rooms, reservations etc.; incoming/outgoing mail, filing, storage; interfacing with staff, interns, contractors, vendors, IT; holiday cards and gifts, staff birthday celebrations; facilities operations; ordering staff lunch; coordinating team events; general communications liaison to staff/team members third parties ·

Provide regular status and project updates related to the work and operations of these team members and their work.

Maintain a very busy schedule of meetings/appointments/travel and being aware of any changes.

Assisting with research as needed for potential projects.

Work with other executives/assistants in the organization to ensure that all information is unified.

Will serve as lead on annual, monthly and weekly timelines for projects.

Manage predation and distribution of materials for Board Meetings and other events.

Running of events and ensuring all needs are met and running smoothly, work with design teams.

Draft written communications for the office as related to various projects.

Serve as communications lead and will serve as point of contact for outside agencies and vendors

Will process invoices, record maintenance and ensure that all is in working order as related to the philanthropic work.

Executive Personal Assistant- Houston based with travel (can be relocated)

Executive/Personal Assistant

$125k + discretionary bonus + health benefits

60 – day trial required

KEY ELEMENTS

Small Ventures, is currently looking for an Executive/Personal assistant to the

Founder. The candidate will be required to reside in Houston, TX.

Travel – Willingness to travel at the last minute with or for the CEO with less than 24 hours notice is required. A current passport is necessary as this travel may occur outside of the country.

Working condition – The assistant will be on call 24 hours a day/7days a week. Multi‐tasking and prioritizing tasks effectively are a must. The ideal candidate must be able to thrive in a high‐stress and fast‐paced environment. Constructive criticism will be given and should be received well with a desire to improve.

The assistant will have the ability to work out of the company office as well as the employer’s home. Much of the time the assistant will be working “on the go” and from home.  The necessary equipment is provided to be able to work remotely from anywhere and we expect this person to have the responsibility of making themselves work efficiently from any location and to manage their own schedule of work.

Trust/Confidentiality – The candidate must be extremely trustworthy as they will be entrusted with both corporate and personal credit cards along with cash to manage. It also must be understood that this employee will attend social engagements with the employer and be constantly interacting with his friends and family. Therefore, it is imperative that the person in this position be able to separate themselves and maintain a respectful and professional front, no matter the situation/location.

This person will be exposed to and entrusted with personal and confidential information on a regular basis. A Nondisclosure Agreement will be required of the employee which includes serious consequences should confidential information be disclosed. A keen understanding of discretion is required especially due to the nature of the job.

Compensation – The package will be generous due to the demanding schedule for this position.

Benefits include health insurance and four weeks paid time off annually. Additional time off may be permitted with the understanding that it is a “working holiday” and the priority tasks at hand must not be halted.

DUTIES

  • Organize travel and itineraries including domestic and international travel, managing the CEO’s, his family’s and some friends’ personal and business travel process from beginning to end to include all air, ground transportation and hotel bookings, meeting room requirements, events and catering. Could include travel by helicopter, boat, car with driver, rental car, private plane, commercial airline, train, etc. Travel changes frequently and involves more than booking simple commercial flights. Proper dedication to a smooth travel process for CEO, family and friends means being on task at the time of travel events (i.e. flight landing, car transfer, hotel check-in) to ensure if issues arise, they can be handled with the least amount of inconvenience possible to the traveler(s).
  • Cater to guests of CEO such as hotelcheck-ins, entertaining and providing concierge services.
  • Personal errands for CEO and family such as airport transfers, mail pickup and sorting, car repairs and maintenance, grocery shopping, taking pets to the vet, doctor visits, school visits/pick up, etc. Consider it the norm, and not the exception, to be running errands outside of regular business hours.
  • Manage all of CEO’s assets including real estate, time share and boats; includescoordinating maintenance/repair, guest usage, organization, stock of necessary and preferred items and coordinating with outside vendors, housing staff and property managers.
  • Maintain existing relationships with established vendors and personnel to provide the highest quality experience for the CEO. Establish new relationships that will benefit the cause.
  • Plan events such as birthday parties and large dinner parties. Events are sometimes in foreign locations. Could include booking keynote speakers or celebrity entertainment and then coordinating necessary contracts associated with the event. Suggesting and obtaining gifts for family/friends.
  • Coordinate and maintain an ever‐changing calendar and remind CEO of key events as he is planning for himself.
  • Provide CEO and family meals (take‐out generally).
  • Keep track of medications and all refills.
  • Pack and unpack CEO and family. Ensuring stock of CEO favorite items at office and house and for travel.
  • Basic computer/clerical tasks including: accounting for expense reports, tracking receipts, petty cash and credit card reconciliations, paying vendors/bills/staff, some basic spreadsheet, document creation/editing, reviewing contracts/documents for accuracy, form completion on behalf of CEO, preparing documents for notary, lightIT trouble shooting/coordination with company’s IT personnel.
  • Special projects involving creative problem solving both for personal and business needs, internet research and cold calling as needed often requiring independent discretion and follow‐up.
  • Other projects include assembling purchased items for house/CEO use, learning new tech objects to summarize instructions for CEO.
  • Acting as primary gatekeeper and liaison for principal.
  • Occasional babysitting, and transportation of children.
  • Cover for other staff as needed.

REQUIREMENTS

(please do not apply if you do not meet all of these requirements)

  • 4-year degree from accredited college or university
  • 5+ years’ experience as a Personal Assistant/Executive Assistant
  • Willingness spend a lot of time in Thomas, USVI and experience an island lifestyle that can be wonderful and frustrating all at once.
  • Excellent written and verbal communication skills with a polished and professional demeanor regardless of the informal nature of the environment.
  • Ability to work independently and as part of a team.
  • Proactive and bright with high cognitive abilities.
  • Detail oriented with exceptional organizational skills.
  • Prioritizing executive tasks and multi-task effectively.
  • The person who will be most successful in this role will be independent, confident, assertive and unbiased in their observation and exposure to personal elements of the CEOs life (i.e. recognize when to have an opinion to share and when not to).
  • They will have a proven track record of discretion, honesty and trustworthiness.
  • They will be proficient in the English language, both speaking and writing.
  • Their driving, criminal and credit records will be clean of indiscretions.
  • Excellent references
  • Must hold a valid U.S. Passport
  • United States work authorization

SPECIFIC TECH SKILLS

o Expert at Microsoft Office Suite including Outlook

o Good familiarity with both Macs and PCs

o Knowledge of Android and iOS systems

PLUSES

o Experience with high‐net worth family

o Experience in an office/corporate environment

o Proficiency in foreign languages especially French and Spanish

2ND ASSISTANT NEEDED FOR VERY BUSY FAMILY- BRENTWOOD!

Ideal candidate is low key, calm, computer savvy and extremely organized!  This is a very private family so ideal candidate is very discreet, knows when to speak and knows when to quietly work and keep to him/herself.

9-6PM + some flex if needed.  (not 24/7)  NO ACTORS or WRITERS PLEASE!!

60K- 65K + benefits.

Nanny needed in SOHO, NEW YORK!

Live out nanny needed for busy family in SOHO.  This role will be 50 hour work week and they have a 17 month old daughter.  Looking for someone seasoned who has excellent and current references.  Duties will include playing with baby, taking walks, laundry for baby, prep and feeding meals, making sure baby reaches all milestones and is entertained and happy!
Hourly rate $25 on the books.

Career Personal Assistant/ House Manager – Brentwood!

Monday through Friday 9:30 – 5:30pm with flex as needed to meet vendors or assist with events and parties (they do not over work people)
85K- 100K, depending on experience plus benefits
A family who recently relocated from the mid west to Brentwood, seeks a dynamic and very sharp career Personal Assistant/House Manager.  The ideal person will have worked in their last role for 3 plus years and will have a steady track record of working in higher end homes with discerning clients.  Kind as can be with a very very calm, zen like nature to their home, they do seek someone who understands running a home like a 5 star hotel.  Their hope is to find a candidate who is family friendly, VERY thoughtful about all of their work and always does their research.  Will have asked questions and thought through information before presenting to the client.  They are seeking someone who is well resourced, ideally has experience with home renovations as they are about to embark on a few new projects, is accustomed to multi tasking and is equipped at prioritizing needs as well as has excellent time management.   There is one full time housekeeper.  Mom, who used to work in finance, is a stay at home mom and may ask for occasional assistance with pick ups for two kids ages 3 and 6, but this would be rare.  While she doesn’t work full time anymore she is very involved at the schools, is involved with philanthropic endeavors and remains busy.  Will also have experience with home systems and be tech savvy, will be able to work in excel as needed for some budgets, can transfer their paper manual for the home into one note. Other duties will include but are not limited to:  logistics and planning for the family, assisting with planning travel, coordinating and assisting with gift buying, assisting with events, vendor management and needs for the home, stocking, errands, management of family calendars, pet care, car care, meal planning, etc.

Full time/Nanny share for Entertainment Family – East Los Angeles

Busy fun-loving family looking for an experienced, kind, organized, self-starting nanny. East Los Angeles.  $25 to $30 an hour Duties may include:

__ pick up/ drop off of children at school, afterschool programs, playdates
__ supervising playdates, activities, homework
__ all child-related tasks such as organizing and tidying up children’s play room areas, bedroom areas and kitchen, laundry and dry cleaning, laying out clothes for next day, baths, naps and bedtime
__ cooking: making healthy meals for dinner for the children as well as lunches for school
__ overseeing children and school calendars
__ coordinating with the family assistant on kids schedules

Three children at the ages of 9, 4 and 2 years old. There is a lot of help at the house and therefore it is rare to find yourself alone with all three children. The oldest has after school activities daily. We are looking for someone who can work well in a team envrionment, be available to travel, work weekends, overnights and late hours when necessary. Family has pets (dogs and chickens and a fish) – must be comfortable with helping when needed. Family resides in Los Feliz area.

HOURS: 12 hour day shifts (3.5 days a week). Another nanny will take on the other 3.5 days. These days will be rotated so not one person will always have the weekends.

TEMP CHEF NEEDED- Beverly Hills!

Entertainment client seeks a TEMP CHEF to start April 23rd for 4 or 5 weeks.
6 day work week, Breakfast, Lunch and Dinner
Hours will vary based on the client’s work and social schedule.
There is a separate chef kitchen so there is ample room to do what you need to in your own space.
Client is aiming to eat healthy food but likes everything as long as it tastes good.
PLEASE send a resume and salary needs!

Career Estate Manager – Los Angeles

A multi hyphenate in the entertainment, business, media and brand space, with an extraordinarily busy life seeks a TRUE career Estate Manager.  Based in Beverly Hills, the home is large with tons family and business associates.  There is a lot of staff that needs to be managed and will report into this role including housekeepers and butlers (believe nannies and chef as well). The role will report to the Chief of Staff, the principal of the home as well as work with team members and interface with may family members. 150K -200K depending on experience.

Position Description:

As one of the most active, energetic and multi-talented executives in the world, the principle of this home is kind but demanding in needs .  The Estate Manager is the orchestrator of the household.  He/ she works directly with the Chairman/CEO to plan and execute the overall management of the properties and expected service.  The Estate Manager will set the service standard and is responsible for the hiring, training and ongoing management of staff required to meet the service needs of the household. They will plan and execute VIP service and hospitality for events and day to day living for the Chairman/CEO.  Expedite or perform all the duties necessary to ensure an outstanding experience.

Responsibilities include:

  • Managing the day-to-day household function of primary residences in LA
  • Leading the domestic staff including: Butler, Property Managers, Housekeepers, House Manager, etc.
  • Liaison between principal and domestic staff and delegate accordingly
  • Implement and manage HR functions for domestic staff including: recruiting, training and development, performance reviews, staff schedules
  • As Head, Family Office, provide strategic direction for the Chairman/CEO ‘s extended family members.Point of contact for household issues / inquiries.  Implement best practices and provide guidance for household management
  • Develop and implement company policies and employee manuals
  • Act as the Chairman / CEO’s representative for major construction and renovation projects
  • Oversee monthly and annual budgets for each home and provide reports
  • Review and authorize household bills and vendor selection
  • Identify, research, and negotiate on principals’ behalf large purchases such as watercraft and vehicles
  • Oversee events including large personal celebrations, charity events, publicity events, etc.
  • Research and development for special projects, as well as numerous additional tasks and responsibilities as needed
  • Overall maintenance and look and feel of the various properties
  • Management of the Chairman/CEO’s family and extended family members’ homes

Qualifications/Background:

  • Highest level of personal service experience with private families and / or individuals
  • Well educated in luxury items such as fine art and antiques
  • Proper social etiquette and cultural knowledge
  • Acute business skills
  • Ability to maintain the highest level of confidentiality with outstanding diplomacy
  • Ability to effectively lead and provide direction to both direct reports and those within your circle of influence
  • Successful track record of achieving results through relationship building, persuasion and collaboration
  • Impeccable oral and written communication skills
  • Forecasting and budgeting experience
  • Demonstrable comfort dealing effectively with people at all levels (including senior business and political leaders, celebrities and non-celebrities) and from a wide range of backgrounds and professions
  • Critical thinking and analytical skills
  • Consistent discretion, sound judgment, and the highest professional ethics
  • Passion for excellence and innovation
  • Strong work ethic
  • A track record of 8-10 years of professional success in highly complex, demanding environments
  • College degree required; graduate degree a plus

PA/EA needed for Busy Musician- Los Angeles

Looking for an energetic and super professional Assistant to a very busy touring musician!  Ideal candidate comes with at least 1-2 years of industry experience preferable in the music industry and is excited about the possibility of working with someone very busy!  This is not a job for clock watchers!  Ideal candidate is really on top of it, gets the big pictures of the industry as well as knows the names of the key players.  Very flex scheduled needed as at times you will have to travel internationally or spend late nights in the studio recording.  There is a great team around so you are there to help wherever needed in both the home, studio, on the road or wherever you may be needed!  We are OK molding someone who has the passion and right attitude and is eager to please.  Must be professional at all times even though this is a fun and exciting environment.  Great opportunity for a long term career after paying your dues!

 

Salary 55K-65K DOE