23/03/2020
The Administrative Assistant will be responsible for (but not limited to):
• Heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as other talent agents, to coordinate bookings and manage submissions.
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
• Process and manage bookings including preparing and sending invoices.
• Assist with onboarding new clients by processing appropriate paperwork.
• Manage audition notices and client confirmations via email, SMS and phone call.
• Assist management and executives with the preparation of presentation materials.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
QUALIFICATIONS AND ATTRIBUTES
• Minimum of 1-2 years of experience supporting leadership at the executive level
• Previous experience in the entertainment industry is ideal.
• Excellent calendar management skills, including the coordination of complex executive
• meetings
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Computer savvy; able to quickly learn databases and applications
• Experience scheduling travel arrangements for management
• Has the ability to interact with staff (at all levels) in a fast-paced environment
• Ability to maintain composure under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
• Expert level in written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
• Ability to anticipate the needs of the executive and always stay a few steps ahead.
• Flexibility with work hours.
ADDITIONAL INFORMATION
• Start date: ASAP
• Employment type: Full-time (40 hours per week)
• Work Schedule: Monday to Friday - 10am – 8pm PST
• Reporting to: CEO and Founder
• Industry: Entertainment / PR
• Tax-free
• Home-based
