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Executive Assistant

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JOB SCHEDULE:Full Time (Administrative AND Personal Duties Required)

REPORTING STRUCTURE:Reports directly to the CEO  (A high profile television actress)

LOCATION:Los Angeles, CA

ESSENTIAL FUNCTIONS:

  • Arrange meetings, travel arrangements, transportation, and VIP gifts
  • Perform general office administration duties including answering, screening and rolling calls, maintaining the office, filing, distributing mail, dispatching couriers and ordering project supplies etc.
  • Manage an accurate running log of inquiries and items for follow up
  • Maintain calendar
  • Serve as the liaison between the talent and all external clients
  • Update and maintain social media accounts
  • Attend and take notes at meetings as requested
  • Work in tandem with key stakeholders to execute decisions made by talent
  • Draft routine correspondences and conduct basic research
  • Work alongside the production team to deliver necessary assets
  • Assist with personal matters and/or running errands as needed in the Los Angeles area such as ordering and picking up meals, maintaining PO Box, coordinating laundry etc.
  • Be responsive and available at all times including occasional travel on evenings and weekends
  • Maintain standards of strict confidentiality with respect to all matters and documents

EDUCATION/EXPERIENCE:

  • Bachelor’s Degree required
  • Minimum of 4+ years of work experience supporting a celebrity or executive, preferably in the entertainment industry but all industries welcome to apply as long as you’re well versed in high pace, high stakes work
  • Proven understanding of Los Angeles & key players in the entertainment industry
  • Unparalleled organizational skills that reflect the ability to execute multiple tasks seamlessly with excellent attention to detail
  • Willingness and ability to travel both domestically and internationally
  • Proficient in Apple Suite, Excel, Microsoft, Dropbox etc.

QUALIFICATIONS:

  • The following statements must unequivocally apply to you:
    • Communication is my JAM. People, time, places, details-I’m in!
    • I feel naturally attached to my phone & computer.
    • I constantly exhibit a high level of professionalism & confidentiality.
    • I’m a proven conduit of information. I excel at knowing who needs to know what, when they need to know it and why.
    • I’m flexible, thoughtful and never afraid of a challenge.
    • I work until I get it right.
    • My team describes me as proactive as opposed to reactive.
    • I love people and I’m eager to learn from the best.
    • I’m at my best on strategic, focused and fast paced teams.
    • I’m prepared to pass a background check and send 3 professional references who can’t wait to corroborate the qualities above!

COMPENSATION: Commensurate with experience

Occasional travel required. Frequently requires use of hands and fingers to write and manipulate telephone & keyboard. Must be eligible to work in the United States.

The aforementioned job description is not intended to be an all-inclusive list of duties & responsibilities but rather a clear snapshot of the opportunity as it presently exists.

The Coaching Factory is a Corporate Training & Development Firm based in Los Angeles, CA. We systematically propel our C Suite & Celebrity Clients forward in business. The Coaching Factory is conducting this official executive search on behalf of a celebrity client, an Equal Opportunity Employer.

If you believe this opportunity is for YOU, please send us your résumé right away- we’d love to hear from you!

 

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