Job Description

Executive/Personal Assistant

We are currently in search of a superstar Executive Assistant to support the Chairman. In this role, you will be responsible for high-level administrative support and ensuring this busy executive’s everyday life is running smoothly, including both business and personal tasks. As the ideal candidate, you are personable, extraordinarily detail-oriented, sharp, quick on your feet and able to juggle multiple tasks. This role serves as the primary point of contact in a fast-paced office environment on all matters pertaining to the Chairman. This is a critical role and requires someone with exceptional organizational skills.

EA Responsibilities will consist of, but are not limited to:

• Communicating directly, and on behalf of the Chairman, with Board Members, staff and others
• Managing meetings, including booking conference rooms, catering, arranging visitor passes
• Arranging and booking heavy international and domestic travel, accommodations, hotel, meetings and meals
• Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion
• Answering telephone, screening and logging calls, taking messages
• Arranging executive’s calendar and scheduling meetings
• Managing executive’s time to ensure schedule stays on track
• Managing all elements of files and records
• Special projects, including assisting with corporate events and company-wide meetings
• You may be required to be on-call, especially when the Chairman is traveling
• Some travel may be required

PA responsibilities will consist of, but are not limited to:

• Managing family personal calendar (important events/dates, birthdays, etc.)
• Sending and arranging gifts for events
• Arranging family appointments for personal and professional needs, including family dinner reservations
• Maintaining and organizing contacts database
• Booking family travel arrangements
• Flights, rental cars, car services, hotels for family
• Communication with household staff, including housekeeper, private chef, nannies, security
• Scheduling home maintenance and repair work; supervising the project
• Communication with business manager
• Managing and auditing financial statements, invoices, and bills for family
• Reconciling family credit card statements; organizing and tracking purchase receipts
• Managing and submitting expense reimbursements for family
• Planning, organizing and managing events
• Some travel may be required

Requirements

• 4-year college degree preferred
• Ability to make executive decisions on behalf of the Chairman
• Ability to multitask, work with limited supervision, and adjust easily to changing priorities
• Previous experience supporting senior executives in the entertainment industry
• Must have experience booking heavy international and domestic travel
• Maintain a professional demeanor in all situations
• Demonstrate a positive and personable attitude
• Highly motivated with a desire to be successful
• Strong organizational skills with an ability to effectively multi-task
• Polished presentation skills with the ability to confidently react to situations in a timely and professional manner
• Must be able to work flexible hours, including some evenings and weekends
• Strong sense of integrity, confidentiality, diplomacy, and professionalism required

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