Personal Assistant Needed for Entertainment based client/Family NYC

Personal Assistant Needed for Entertainment based client/Family NYC

Hours: 9am – 5pm with flex as needed and on emails.

Salary: 85K – 110K – review for benefits after 6 months

Westside NYC

A very warm and kind entertainment client seeks a VERY organized, thoughtful and productive Personal Assistant.   MUST already be based in NYC and will have had previous experience as a Personal Assistant, preferably in the entertainment sector.  In this role you will manage a very busy life from family needs, dealing with 2 properties, a HSKP and a nanny and anything in between. Daily life will include:

Schedules/calendar management

Interfacing with business executives/associates

Travel for set work as well as times spent in LA (not too much travel)

Home renovations/Design needs

Booking individual/family travel

Errand

Gift buying

Dealing with food needs

There is a nanny who acts as a second assistant and will help as well.

Very kind people who seek someone dynamic and fluid, excellent at organizing and keeping balls in the air at all times.

MUST be  caregiver type personality!

Personal Assistant to Writer/2nd Assistant to HM- Encino

A prolific and successful producer/show-runner/writer seeks a strong personal assistant.  The role will work as the primary personal assistant for this producer/writer. Will also report to the house manager at the homes well as interface closely with the business Executive Assistant. This is not an overly demanding role but requires that someone be thoughtful and be aware of their boss’ needs.  Their focus is not heir show so we want someone who can “truly take care of their boss”.  Daily needs will include but are not limited to: coffee runs in the AM, lunch needs, errands, answering phones, ensuring that they have needs for meetings/trips/shoots/travel, and someone can do dictation and transcribing.  Amazing opportunity t work with lovely people and learn from the environment.  Ideal person may have worked with a writer or in a writers room.  Will be working in Encino.  50K, NO benefits, 10am – 4pm.

Executive Assistant for Production Co – Hollywood

 

A production company based out of Los Angeles looking for an experienced Executive Assistant (EA) to support the Executive team by providing exceptional administrative and travel assistance. The EA’s main duties include scheduling meetings, organizing multiple daily calendars, arranging travel and keeping Executives on track. To be successful in this role, you should be able to efficiently multitask, be proactive, meet deadlines, have a good sense of prioritization and be able to communicate effectively both verbally and in writing. Ultimately, the ideal candidate will be energetic, dependable, motivated, experienced, reliable, self-directed and perform well both individually and in team settings.  Salary 60K plus benefits

Responsibilities 

  • Coordinate and manage daily calendars for multiple Executives
  • Work closely with and report to the Director of EA’s to ensure smooth work flow for all Executives
  • Demonstrate the ability to cover for another EA when needed
  • Arrange and manage travel and accommodations for multiple Executives
  • Manage conference calls, scheduling in Outlook, moderate if appropriate and take call minutes and action items for Executives
  • Coordinate and schedule meetings for Executives
  • Act as the point of contact between Executives and their clients
  • Respond promptly to requests from Executives and their clients
  • Work with Executives to assess and prioritize schedules, meetings and responsibilities
  • Track and distribute travel receipts to appropriate personnel
  • Coordinate and track shipments for Executives

Required Qualifications

  • Proven work experience as an Executive Assistant
  • Ability to plan complex travel itineraries and accommodations
  • Knowledge of basic office procedures
  • Knowledge of MS Suite; including but not limited to Excel, Outlook and Office 360
  • High level verbal and written communication skills and etiquette
  • High level of attention to detail
  • Exceptional planning abilities, time management and organizational skills
  • Ability to prioritize with high degree of efficiency
  • Discretion, confidentiality and good judgement required
  • Active listener with the ability to follow directions and work independently
  • Ability to coordinate well with others in the Executive Team

Preferred Qualifications

  • 4-year degree preferred
  • Experience using TripIt

Executive/Personal Assistant For Film related Executive- West Hollywood

An executive specializing in film development and film financing seeks a dynamic assistant.

The role calls for someone who can successfully handle a very creative,visionary executive with all aspects of technical tasks, scheduling, email organization, email drafting/sending, handling calls and managing expectations.  Someone who is a true gatekeeper.  Must have tact, social graces, eloquent communication, good grammar, situational awareness. Seeking someone super proactive and enjoys being successful at all times.

Candidate must be Tech savvy with data entry and organizational management.

Here are the most important qualities
70% EA, 30% PA

Self Starter / Independent Thinker
Manages Up – Proactive Progress Updates and Communicates Regularly with visuals
Excellent at receiving information from a creative, and putting it into a left brained framework
Asks questions when doesn’t know the answer
Thinks Well Ahead In All Aspects of the role
Speaks Up, Assertive, Confident
Situational Awareness – gives space when needed, and asserts themselves when appropriate
Wants to be of Service and Supportive
No Ego, Receives Feedback Well
Does not want to RUN the company, wants to SUPPORT the exec

Incredibly Competent and Discreet
Professionalism
Proactive Nature
Meticulous with data/information
Needs little direction because they are smart and can think ahead, or will ask questions when little direction is given

SALARY
Salary will be roughly 50-70K
Must have Car
Must have Computer

BUSINESS
Exec’s clients are all film producers, entertainment execs, directors, around the world and sensitive information is shared, and discretion is incredibly important.

Candidate must be able to handle right brain directives and translate them into left brain action oriented steps and then translate back into Right brain visuals.

Must be a good writer, flowing, savvy, graceful – as this role will involve emailing on execs behalf
Must be able to communicate via email and phone with producers, using tact, social graces and situational awareness.

Work with Exec to manage priorities on a daily, weekly, and Monthly basis
Coordinate, calendar, and manage calls/meetings using technology systems
Manage multiple projects simultaneously, capturing all items in a project management tool and/or Google Sheets
Travel with CEO as necessary

PERSONAL
Management of travel, creating itineraries, and doing any research needed for travel
Occasional Errands, Groceries
Organizing Dinners/events/parties
Making reservations/appointments
Coordinate complex domestic and international travel, creating and managing detailed itineraries and handling rescheduling/rebooking

HOURS
Work hours are non traditional, but M-F 9-6/7 is expected and sometimes longer depending on schedule. Must be available to answer calls, texts and emails at night or on weekends. Must be available to handle issues if they pop up in emergencies.

LOCATION
Bev Hills, Weho,

Executive Assistant Entertainment Manager/Actor- Hollywood

Seeking a smart, dynamic and REALLY whip smart EA for a busy busy entertainment/management office. MUST have excellent office skills and meet all the requirements below.  Will also have a car and be supremely fixable.  Amazing opportunity to work with an exciting company and potential for growth down the line when proven abilities.  45K-50K, No benefits, 9am – 7pm.

Job Title: Executive Assistant

Job Summary:

The ideal candidate must have the ability to work in a fast-paced environment, sometimes under pressure, remaining calm, proactive, resourceful & efficient. Multi-tasking is a must with a high level of professionalism and confidentiality is essential to this position. Strong verbal communication skills & attention to details are equally important.

Must Have:

  • Great writing, analytical & problem-solving skills
  • Ability to communicate effectively
  • Excellent management skills as well as strong written & verbal skills required
  • Experience in creation of Keynote presentations
  • Strong knowledge of MAC, MS Office: including Word, Excel, PowerPoint & Outlook
  • Knowledge on Internet usage, strong ability to use Internet as a resource.

Responsibilities:

  • Answer/screen phone calls & direct all incoming calls to the appropriate staff member.
  • Must be discrete & maintain absolute confidentiality as this position handles sensitive information.
  • Oversee all aspects of general office coordination. Perform general clerical duties to include but not limited to copying, faxing, mailing & filing.
  • Set-up & coordinate meetings, travel logistics for company
  • Help capture content for social media & must be proficient on all social media platforms.
  • Run offsite errands as needed

Job Requirements:

  • Bachelors degree
  • At least (3) years experience in general office responsibilities & procedures.
  • Must be computer literate
  • Ability to work independently or on a team & take initiative
  • Strong written & verbal skills required
  • Ability to prioritize
  • Must be able to interact with poise & professional demeanor with people of all levels within & outside the company
  • Enthusiastic team spirit & positive attitude
  • Strong organizational skills
  • Assist with events, including organizing and welcoming guests

Personal Assistant needed for Hip Hop Artist- Miami

Well known hip hop artist needs a Personal Assistant based out of Miami.  (open to someone based in LA and NY who is happy to move).  An apartment and car will be provided by the client.  Ideal candidate has experience working in the music industry as either a Personal Asst, Label Asst or Management Asst.  This is a busy role as the client spends part of his time traveling internationally where you will travel and assist him.  Other times he is recording and there will be some late nights in the studio.  This is a big role that you will share with another PA (12 hours on, 12 hours off with a week off every month so you don’t burn out).  This is excellent for someone who loves being the man/woman behind the man and has no ego, a great work ethic and can make this job top priority.  Lot’s of travel and variety in this busy role.  Must have an understanding of the music industry as well as an interest in Hip Hop music.

 

Salary 60K + Stipend towards benefits.

 

First round of meetings will take place in LA.

Exec/Personal Asst for Entertainment/Finance Exec – West Hollywood

Visionary Entertainment and Finance executive seeks a full time, long term Executive Assistant/Personal Assistant.

The role calls for someone who can handle a very cool and fun, but intense exec who has exceedingly high expectations of himself and those around him. Seeking a driven and positive EA/PA.
70% EA, 30% PA

Seeking someone who is:

Self Starter / Independent Thinker
Manages Up – Proactive Progress Updates and Communicates Regularly
Thinks Well Ahead In All Aspects
Speaks Up, Assertive, Confident
Wants to be of Service and Supportive
No Ego, Receives Feedback Well
Enjoys being in a support role
Very Tech Savvy, Detail Oriented
Incredibly Competent
Professionalism
Proactive Nature
Meticulous with data/information
Needs little direction because they are smart and can think ahead, or will ask questions when little direction is given.  Ability to work with a great deal of discretion, protecting sensitive personal and company information

SALARY
Salary will be roughly 50-70K with bonus potential up to 100K Total Comp
Must have Car
Must have Computer

BUSINESS
Exec’s clients are all HNW people around the US. Sensitive information is shared, and discretion is incredibly important. Candidate must be savvy, smart and keen to learn, manage relationships to some extent.
Must be able to communicate via email and phone with clients, be a strategic partner.
Work with Exec to manage priorities on a daily, weekly, and Monthly basis
Coordinate, calendar, and manage calls/meetings using technology systems
Manage multiple projects simultaneously, capturing all items in a project management tool and/or Google Sheets . Travel with CEO as necessary

TECHNICAL BUSINESS ASPECTS
Zoho CRM for calendaring, scheduling, follow ups, tasks, events and meeting management,
GOOGLE, DROPBOX, Tech Savvy, Problem Solver,
Managing contacts, database, relationships, information, automation

PERSONAL
Management of travel, creating itineraries, and doing any research needed for travel
Occasional Errands, Groceries
Organizing Dinners/events/parties
Making reservations/appointments
Coordinate complex domestic and international travel, creating and managing detailed itineraries and handling rescheduling/rebooking

RENTAL MANAGEMENT
Monitoring and running 3 Airbnbs using tech platforms Homeaway, Tokeet
Maintaining a close record of all apartments/utilites/emails/websites/credit cards
Ensuring that all homes are stocked with correct food, pantry items, toiletries, linens
Handling all guest issues that arise
Making properties go on autopilot so they run themselves

HOURS
Work hours are non traditional, but M-F 9-6/7 is expected and sometimes longer depending on schedule. Must be available to answer calls, texts and emails at night or on weekends. Must be available to handle issues if they pop up in emergencies.

LOCATION
Bev Hills, Weho, Soho House

Personal Assistant to UHNW – LA/Newport Cove (remote too)

A lovely, but very busy and exceedingly Type A ( in the organizational department) UHNW Mrs, seeks a full time, long term Personal Assistant.  This will be a new role as she has always taken care of her own needs for herself and her family.  The husband has his own office assistant.

The client has several homes across the states and Mexico but this role will only be personal assistant based.  Will work with an estate manager in place already and will interface with house keepers and other staff.  All of the staff has been there for many years.  They are not always in the CA residence.  Will work remotely much of the time and when they are in CA, will go to the Newport based home once or twice a week.

The role calls for someone who is a true self starter, knows how to keep themselves on task and ultimately enjoys being of service to someone who is very very busy, and enjoys communications so they know what has been managed and what needs to be addressed. Salary will be roughly 80K-125K DOE.  Benefits of some sort may be considered down the road.  This is a NON Entertainment role.  IF interested, please send a resume in word.

Areas of duties will include but not limited to:

Management of travel, creating itineraries, and doing any research needed for travel
Managing all correspondence/emails
Maintaining Insurance for cars and homes,
Errands
Management of gifts log for birthdays and Christmas
Shopping, assistance with styling and perhaps packing sometimes
Organizing events/parties/engagements
Ensuring that all homes are stocked with foods, pantry items, toiletries, face products, clothing, linens, and so on
Uploading photos and create albums
Work with the estate manager as team for needs involving the home
Assist with decorating and or renovations/ projects
Manage family/individual calendars
Ensure manuals have been created for the home and work with EM for this part
Making reservations/appoinments
Work with chef for menus
Organizing closets, drawers etc
Sell old clothing on the real real or donate

Executive/Personal Assistant to Chairman- Century City

Seeking a poised and polished Executive/Personal Assistant to a businessman who is the Chairman of his firm.  While they are dealing with clients and businesses at the highest levels, and this client is a true serial entrepreneur, the environment is young, fresh and hip.  With that “cool” vibe however, we are seeking someone who is SMART, detailed, a true problem solver and someone who inherently can think 12 steps ahead of any needs.  The office hours are Monday to Friday 8am – 6pm with flex at all times and an ability to answer calls in the evening and on weekends as needed.  With hard work and excellent care for the client, the client is great at giving back to the employee and is a great boss.  Ideal person will be VERY streamlined, detailed, organized.  Will be excellent at schedules/calendars, have excellent communications skills both written an coral, will also be OK with errands and personal needs.  Will also be open to working with the wife (who is lovely) when needed.  This calls for someone who enjoy working in a true environment who doesn’t have an ego and throughly enjoys helping others. Seeking to pay between 70K – 1000K depending on experience. There are also great benefits and 401K offered.  Great opportunity.

EA/PA needed for busy couple- Pacific Palisades and Beverly Hills

We are seeking an EA/PA to help a couple both in their home (Palisades) and the husbands Finance small office (Beverly Hills).  Ideal candidate is comfortable in both the office and home environment.  Must have great admin skills and be comfortable with scheduling meetings, answering phones and overseeing travel arrangements and may even oversee an office move down the line for the husband as you will work part time from him office.  On other days you will be based at the home overseeing some household projects, help wife with a renovation, meeting venders, scheduling repairs and running some errands.  Really nice couple who just need an extra set of hands and someone with a go with the flow mentality to help wherever needed.  This is a great job for someone who doesn’t like to sit at a desk all day and is organized and takes pride in checking things off the to do list!  Looking for someone with a great personality who likes to stay busy and enjoys some variety.  Ideal candidate is looking for a long term fit.  The couple has 2 teenage kids that are self sufficient but must be kid friendly and willing to pitch in with a ride or a birthday party if ever needed.  This is a true Hybrid role for a great family!

60K/65K  + DOE

normal working hours with some flex for OT.