Executive Assistant to High Profile Interior Designer
West LA
General Hours: 9am – 6pm
Salary: Up to 120K based on experience and salary history
The Executive Assistant to the President provides specialized executive support to relieve them of complex details and advanced managerial duties as well as ad hoc projects. The Executive Assistant will coordinate meetings, phone calls, travel and any other activities as needed. Work is generally confidential in nature and requires a very high level of customer service to clients.
Duties
􏰀 Meet tight deadlines and anticipate the future needs of the President based upon phone calls, request, emails, and forethought etc.
􏰀 Track metrics and communication history to provide current status on projects
􏰀 Coordinate high level and high volume travel plans and schedules
􏰀 Compile information, assist in report and identify gaps and emergent problems
􏰀 Manage and produce business events including book signings, parties and showings
􏰀 Field calls, coordinate and manage public relations initiatives
􏰀 Coordinate special events and initiatives to raise brand awareness and profile
􏰀 Provide phone and communications support, including scheduling and updates
􏰀 Organize knowledge base including contacts, contracts, mail, email and periodicals
􏰀 Coordinate meetings and master calendar
􏰀 Maintain President’s belongings in a neat and orderly manner
􏰀 Import, organize and maintain digital photo files and imports
􏰀 Other duties and responsibilities as assigned

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Executive Assistant to Founder/Agent for Stylists and photographers NYC
General office hours: 9am -6/7pm with flex for when times are busier
Salary: 70-80K DOE and Salary history plus benefits.
A rapidly expanding group of photographer/artist representation, licensing, media and creative services agencies which is one of the primary destinations for the creation and syndication of high end fashion, beauty and celebrity imagery.
We are seeking a high-level RAZOR sharp executive assistant to work directly with partner/agent representing world-renowned photographers and stylists in all aspects of representation.
We seek someone who is accustomed to interacting with high–level artists, celebrities as well as high-end clients, is extremely organized, pleasant and respectful, as well as managing very intense shoot schedules.
This position liaises with an assortment of high profile individuals; therefore they must be able to comfortably navigate a variety of personalities and situations while always remaining precise, graceful, and have the ability to power through intense times. This is a role that does require someone with a thick skin, however is a fantastic opportunity to work with some of the most successful folks in this arena.
You must also be very flexible with your time as you will be working on a schedule that is national and international. Must be available week-ends and after hours during high shoot season.
Responsibilities – The position focuses primarily on the following ongoing objectives, but is not limited to:
Liaising with high-end clients including Vogue, Vogue Paris, Interview, Calvin Klein, Dior, Estee Lauder, Louis Vuitton and numerous other fashion, beauty, and fragrance clients.
Leading and coordinating the pre-productions and production phases of the shoots with production companies, talent agencies, photography team, stylists team, hair and make-up agencies, studios, re-touchers, EQ companies, as well as leading some productions independently inhouse.
Scheduling and coordinating appointments with clients for the agent, client research, upkeep of marketing lists.
Communicating and coordinating information on a daily basis with the photographer’s/stylist studio in Europe and US regarding schedule, hair, make-up and stylist options, travel arrangements, assistants, digital team, shoot locations, model/talent options and post production schedules for upcoming shoots.
Drawing up photographer’s production budgets in Excel/PDF as well as Look books format and managing and cost controlling shoot budgets for both advertising and editorial shoots.
Partially producing photo shoots, optioning hair, make-up, stylists, groomers, prop stylists and set designers as well as booking studios, and equipment, casting models, scheduling, hiring/negotiating rates with digital team, and photo assistants.
Obtaining estimates prior to shoots from production companies, set designers, digital services and other related vendors and controlling these costs.
Arranging all travel for agent, photographer and team to and from locations, including flights, hotel, car service and specialized services and coordination these with photographer’s studio in Europe. Preparing detailed itineraries for each team member.
Invoicing, closing out jobs, coding Amex in Concur, reconciling jobs
Coordination of post-production with client, re-toucher and submitting all post deadlines to photographer’s studio.
Collecting published material as well as art-work from the re-toucher’s for website updates, internal data base and upkeep of portfolios.
Managing assistants and hiring of interns and coordinating internship projects for the agency.
Adhering to all administrative as well as production deadlines during the course of business. Must be able to work in a very busy team environment.
Requirements
Proficient in Word Press, Photoshop, Excel, Word, Power Point, and Adobe Acrobat.
At least 3-5 experience in fashion or photo industry, preferably in a photo agency, production company or magazine
Must be extremely organized and schedule oriented
Industry awareness of modeling agencies, hair, makeup, stylists, fashion photographers with a strong interest in photography
Excellent communication skills and an ability work well with others
Must be able to handle pressure under tight deadlines
Great Bowery offers an attractive compensation and benefits package, including: medical, dental and vision plans, FSA and Commuter Benefits, 401K, generous PTO and a creative and casual work environment.

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Ideal schedule is TUES- SAT but OPEN to M-F if needed.
Pay will be $25-$30/hour ON THE BOOKS.
Start time 1pm-3:30pm and will stay till bedtime (or later if parents want to go out for dinner). Guaranteed 40 hours!

We are looking for a full-time nanny (or “manny”) for our two boys, ages 4 and 7. We need someone 40-hours (maybe 40+hours) a week and a flexible start time of 1pm-3:30 pm. The boys are extremely active, so we need someone young and high energy. The 7-year old has ADHD, so he especially needs someone who is a camp counselor-type who has a lot of patience and is very loving, but also can enforce strict boundaries in a kind way. The person needs to be VERY charismatic and fun, and on the floor initiating and participating in all play from board games to basketball. This is not a family who sits still for very long.

The highest priority, daily duties would be facilitating play between the two boys (and on playdates), homework help, therapy carry-over for the 7-year old, and for both teaching life skills such as dressing, showering, tying shoes, toy clean-up, snack prep, etc. The day would start with school pick-ups, driving to after-school appointments and activities, homework/play-time, warming up dinner, more play, baths/showers, bedtime routines and, after that, babysitting and packing school lunches. The ideal candidate has experience with ADHD and very active households. This person should be skilled at building a routine with the kids, enforcing consistent boundaries, and comfortable managing both kids on their own. Clean driving record is a must – our car is used for all of the boys’ transportation. On lighter days when the boys are not around, job may also include light errands, toy and boys’ bedroom organization. Pay is dependent upon experience level.

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40K-60K + stipend

In search of a cool, smart, hard-working LA-based Personal Assistant for a busy pair of artists in the music/film/TV/art areas. The PA will be responsible for all calendar management, project coordination, some travel planning, email/phone correspondence, personal errands, home management, and more.

As this is a high profile role, candidates must have EA, PA or experience working in music for high profile individuals. Two or more years of experience is preferred, along with an interest in the entertainment, art and music industries. This position may include some travel, as well as being on call and available as needed.

Overview of Key Responsibilities:

Manage individuals’ calendar and schedules
Coordinate logistics and tasks with individuals’ extended team which currently includes: managers, publicist, agents, business managers, lawyers and others
Coordinate daily personal assistant duties that may include doctors, personal finances, vehicle / home maintenance and reminders of personal events and matters
Qualities we are looking for:

· Quick learner with good intuition

· Creative problem solver

· Incredible attention to detail and superior organizational skills

· Motivated and dedicated to working in a support role

· Skilled at managing up

· Professional & discreet with strong interpersonal skills


Reports directly to individuals and management for tasks, direction & priorities.

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Estate/HouseManager – PersonalAssistant
Salary: 70K-80K doe and salary history (no benefits)
Hours: Monday to Friday around 10am – 3pm with flex as needed
Los Feliz
Entertainment couple with two school age kids seeks a warm and loving, exceedingly organized
Estate Manager. The home is large and both parents work. They are a busy family with work, school, activities and so on
so we seek someone who is always thinking steps ahead of what might be needed for any member of the family, someone who really
enjoys being an extension on mom and dad and is a true part of the family. The house needs to be managed on a daily basis.
Will manage the repairs and maintenance for the home, will work with vendors, will ensure the house is stocked, that schedules are maintained, and will
work closely with their EA’s. Will assist as wells with errands, ensuring that the kids have their needs, will over see a nanny and a couple of HSKPS.
Up for anything that comes your way.
This is a lovely and warm family who seeks someone with an upbeat, can do attitude who will be super responsive and make life easier for them at all times.

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Family Assistant Needed
Mid Wilshire, LA
Salary: $25 – $30 on the books (can be as high as take home of $26 an hour)
Hours: The family can commit to 30 hours a week with the possibility of more hours certain weeks or when kids are off school for holidays. Some AM’s may be needed to assist getting kids to school; this optional/negotiable. Then there would be a break. Definitely need someone who can work 2:30-6:30daily with flex as needed

A lovely family with two school age children and two working but very hands on parents seeks a dynamic, warm, caring and detailed nanny/family assistant to manage all needs as related to the home and the kids. This is a household with clearly defined rules and parents want a nanny who will be consistent with their rules. The ideal candidate is a “catch all” type who has expertise and enjoys working with kids and managing a home.
Daily duties will include but are not limited to:
picking up kids from school and driving to activities and cooking health dinners for the entire family (all family members eat the same food) We’d like to find someone who enjoys cooking and is willing to learn cook new things. This role calls for someone who knows how to engage the kids and encourage them to follow the rules of the home and to provide a loving environment.

The job also calls for someone who can really “assist” the parents who work. There is ample opportunity to get in with the organizing and have more projects, running errands, managing calendars/play dates, light child related housekeeping and tidying, planning activities for the children, helping the kids keep their rooms organized (but NOT do it for them), working with vendors in terms of home repairs, and essentially doing whatever the parents need help with on any given week.

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85K + DOE and full benefits.

Looking for an Experienced Career Household Assistant for a very busy family in Bel Air area. Family has 3 young kids and both parents work and need assistance. Duties will include, driving, all errands, admin work out of the family home, heavy scheduling, vacation planning, overseeing all household needs, inventory, events, invitations, gift buying and whatever else pops up. Family may need occasional light travel. Ideal candidate has worked out of a home in this capacity before for at least 3-5 years. Must be extremely detailed, comfortable and appropriate around high net worth individuals and know how to priorities well. Looking for someone to be an extension of mom when she is busy working. Great attitude and communication and computer skills a must!

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Second Assistant, will work with a first assistant as a co-partner.
Hours 10am – 6pm, but avail on email bc of travel needs
Salary: Starting salary $75k
Benefits: Medical, Dental, vision
Location: Currently position works remotely. At end of the year/sometime at beginning of year position would be based in Woodland Hills

A prominent C-Level Executive is searching for a sharp and meticulous second assistant. You will join a growing team and provide support to the lead executive assistant. This is a great opportunity for an experienced executive assistant who is capable of supporting everything a busy executive needs. The role will require that you manage all travel, including all trip logistics, drivers, hotels, meals and entertainment; communicate with household staff for several properties; manage vendors; buy gifts; and prepare, submit expense reports, and shepherd through approval process. Our ideal candidate is discreet, highly professional, hardworking, with a keen ability to prioritize tasks and multitask at a very high level. This is a position that requires 24/7 availability and dedication.

Responsibilities: About 70-80% of role is managing travel. This includes largely both business and personal travel (personal jet/net jets/helos/cars/booking hotels etc.) There are people who coordinate with the position on all of these and are familiar with the principal’s needs. Will also book family travel and for friends. The person handles specials projects. The second assistant also communicates with house staff about meetings that will be happening at the house, upcoming travel etc. Hours are typically 9-6pm (when in an office it will either be 9-6pm or 10-7pm. Person needs to always ‘be available’ ESPECIALLY when principle is traveling to handle any last minute changes.

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$25-$35 hour with opportunities for both periodic and yearend bonuses as well as benefits including health care, paid time off, auto allowance and cell phone allowance. Candidate will need to pass a background check.

Job Description:
Working couple with two children (grades 2 and 6) are looking to hire an experienced individual to be the household Assistant and ensure smooth and orderly running of their private home.
Primary Responsibilities
• Driving kids to and from school and activities
• Cooking and meal prep for kids (breakfast, lunch and dinner)
• Assist kids with their homework
• Preparing kids for bed and school
• House sitting for extended periods of time while the family is on vacation
• Light cleaning including picking up after kids and dogs but no bathroom or heavy kitchen cleaning required as there is a full-time housekeeper.
• Manage relationships with household vendors
• Assist with family travel planning
• Stocking of house supplies and groceries and maintaining overall household organization
• Handling receipt and return of packages
• Arrange for servicing and maintenance of the family cars
• Running errands
Qualifications:

• Able to anticipate household needs
• Energetic
• Organizational expert
• Basic computer skills required/tech savvy
• Excellent time management skills a must
• Must love dogs and kids
• Bilingual in Spanish a plus
• Must have prior relevant experience
• Must have clean driving record and reference from most recent employer
• Good boundaries, ability to multi-task and strong organizational skills
• Overall flexibility required

Other:
This position will take direction from both the husband and wife as well as the husband’s office assistant.
Hours: Monday thru Thursday: 7am until 7pm with some extended hours required with prior notice. Additionally, extensive house sitting for the family pets (2 dogs) when the family is traveling.

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LOCATION: NY / LA ( can be based in either city)

SPECIFICS: Approximately 50% travel — domestic and international

SALARY- 80K-120K DOE + Full Health Insurance

General Summary:

As the Executive Assistant/Chief of Staff you are the right-hand person to the Principal and her dynamic team. You must be passionate, hard-working, creative, embody an entrepreneurial spirit, and be willing to frequently go the extra mile — or around the globe. We’re looking for a notably talented, extremely organized individual with a bent for taking ideas from concept to execution, often in double-time.

Our world is fast-paced, but incredibly fun. We work entrepreneurial hours, and offer flexibility so long as top-notch work gets done. We welcome new team members, and foster good, long-term vibes and huge opportunity for growth.

You will:

· Support business growth, development, content, fashion, lifestyle, investments, and non-profit work

· Provide high-level administrative support to executives, and work with internal and external teams to keep schedules, travel, and projects running efficiently

This position:

· Offers tremendous opportunity for growth

· Is a hybrid of in-office in New York and Los Angeles, and on the road. You will serve as a support and extension to the two roles.

· Pending experience, this role will evolve into two positions over time as the business grows.

Duties include but are not limited to:

Chief of Staff: (40%)

· Driving culture

· Preparing documents

· Managing employee review schedule

· Ensuring top-level relationships across all categories are nurtured appropriately, followed up on, etc.

· Manage events, dinners, appointments, etc. in an external community facing environment

· Be an interactive part of the team by providing suggestions and recommendations

· Be ear to the group

· Liaise with consultants and other professionals within executive’s business portfolio

· Document and manage the follow-up on internal corporate meetings

· Implement systems, structures, and processes across business entities

· Assist in development and implementation of processes, tools, metrics, initiatives, infrastructure, and technology that will support and improve operations of executive’s various companies and personal life

· Serve as a liaise between brand and other external partners at company

Executive Assistant: (30%)

· Help plan executive commercial and private travel and vacations

· Managing email communications

· Oversee schedule of appointments, meetings, events, and calls making sure all materials are prepared ahead of time and minutes are recorded and transcribed as needed

· Monitor and manage internal and external activities, timelines, and obligations to help executive determine actions and follow through

· Maintain all internal management systems for personal and brand projects such as travel history and expenses, legal documents, ongoing client expense reports, and contact database

· Support members of the team to perform their duties to the best of their ability

· Arrange high volume and complex travel needs ranging from personal security to celebrity-specific accommodations.

· Align with external teams to ensure all meetings and shoots are confirmed and logistics are booked

· Estate management for all properties and office spaces

· Plan and organizing events and gifting for personal and various companies

· Compose general correspondence and copy on emails and media requests as directed

· Compose general correspondence and emails for executive as directed

· Establish and maintain contact database and relationship management

· Build and maintain organizational system for meeting records / files (executive and company-wide)

· Project management on special assignments: licensor approvals, events, etc.

Personal Assistant: (30%)

· Manage executive commercial and private travel and vacations

· Coordinate with stylists to plan ahead for fashion and styling preparation

· Assist in development and implementation of processes, tools, metrics, and initiatives that will support and improve operations of personal life

· Travel prep and on-road management including everything from packing, styling, prepping cars, and security to organizing food/meals/workouts and being prompt in every aspect of the schedule

· Organize personal aspects of executive’s life including but not limited to: coordinating deliveries and pick-ups, running errands, purchasing and keeping regularly used items stocked (including on the road), and supporting health and fitness goals

· Estate management for all properties

· Organize fashion

The ideal candidate is:

· Professional: This is a fun job but one that takes serious time and commitment to ensure everything is organized and moving forward. You know how to have lots of balls in the air that can’t be dropped. You will come in contact with many industry heavy weights whom you will need to handle appropriately.

· Unflappable: Crazy things happen! You should be able to pause and laugh at them for a brief second before quickly taking action to make crazy problems disappear seamlessly.

· Organized: Every day is different and the schedule changes constantly. Organization is key.

· Observant: You are always two steps ahead. You have the awareness and ability to anticipate various needs of the executives and the office.

· Flexible: You understand things change and are willing to jump on a flight if necessary. You perform various duties depending on the shifting needs of the company and the executive.

· Creative: There is a lot of room to be involved in different projects and bring original ideas to the table.

· Passionate: You love to travel (and organize others’ travel), you are excited about what we are doing, and you are driven!

· Well written, both in business and conversationally

· Worldly and up-to-date on cultural happenings

· Professional and organized

· Demonstrates exceptional problem solving skills

· Operates with the highest of integrity

· Flexible

· Positive

· Excellent at prioritization, reading situations and people, and making decisions

· Experience in fashion, music and/or entertainment plus

· Is willing to embrace change and adapt strategies on the fly

· Maintains flow of the workday by anticipating problems and prioritizing solutions

· Puts forth organizational agility in being able to lead, work independently, effectively communicate to diverse audiences, manage multiple deadlines, and constantly prioritize tasks

·

Imperative:

· Awareness: ability to observe and anticipate needs by being aware of office activities and offer efficiency suggestions

· Ability to maintain a high degree of discretion in all aspects of the job, displaying courtesy and professionalism in all contacts, and managing difficult or politically sensitive situations effectively

· Assist in all implementation, follow directions, organize, set priorities, maintain smooth workflow of office activities and make decisions within approved guidelines

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About this blog

Welcome to The Grapevine Agency! We are the premiere corporate and domestic staffing agency in Los Angeles and New York. We decided to create this blog as a forum for all of our Grapevine fans. We will be discussing hot topics regarding the job market as well as offer many tips and advice on how to find and land that perfect job. Also, we are now posting all of our corporate and domestic job lists here and will update them regularly. Feel free to ask us questions and give us suggestions about things you would like to see up here and will try our hardest to give you what you want. Enjoy!

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