Executive Assistant

Job Overview
We are seeking a dynamic and highly organized Executive Assistant to provide comprehensive support to one of our Talent partners. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and facilitating effective communication between talent, casting, producers, general managers and other entertainment industry professionals. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a positive attitude. This paid position offers an exciting opportunity to be an integral part of a very busy Talent Management company with clients working in Television, Film, and Theater in New York, Los Angeles & London.

Responsibilities

• Manage and maintain detailed calendars using Microsoft Outlook Calendar, Zoom scheduling for meetings, appointments, and events with precision.
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing itineraries when needed.
• Handle correspondence via email, phone calls, and other communication channels with professionalism and courtesy while maintaining excellent phone etiquette.
• Assist with social media management and engagement.
• Assisting with invoicing and talent booking reports.
• Prepare reports, presentations, and documents through proofreading and transcription to ensure accuracy and clarity.
• Oversee office management duties such as filing systems, data entry, front desk responsibilities, and maintaining office supplies inventory.
• Facilitate project coordination by tracking deadlines, preparing agendas, taking meeting minutes, and following up on action items.
• Utilize office experience in clerical tasks like filing, data entry, and managing multi-line phone systems to ensure seamless daily operations.
• Provide personal assistant support as needed for confidential matters or special requests from executive leadership.

Skills

• Proven experience in executive administrative support or office management roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel PowerPoint), Google Workspace applications (Gmail, Docs, Sheets), and familiarity with Microsoft Outlook Calendar.
• Knowledge of the entertainment industry and desire to want to learn the Talent Management business.
• Excellent typing speed combined with transcription skills for accurate documentation.
• Strong phone etiquette skills along with experience managing multi-line phone systems.
• Comfortable working in a small office of only 3-5 people.
• Exceptional organizational abilities to handle multiple priorities efficiently while maintaining professionalism under pressure.
• Computer literacy across various platforms with the ability to adapt quickly to new tools like Dropbox Signature for electronic signatures.
• Experience in customer service environments with a focus on courteous communication and problem resolution.
• Ability to proofread documents meticulously ensuring clarity and accuracy before distribution. Join us as an Executive Assistant where your expertise will empower our company and its clients to achieve their goals.

Pay: $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person