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.