Exec Asst to Partners of Corp Comms Firm

Beverly Hills CA

Description

Executive Assistant to Managing Partners of Los Angeles-based Corporate Communications Firm A well-regarded boutique entertainment and media corporate communications/public relations firm is looking for a seasoned Executive Assistant to join a family-like team and support the company’s two Managing Partners. In addition to being an organized and resourceful individual, you will also bring your strong communication skills and attention to detail across all projects. The ideal candidate must have the ability to work in a fast-paced and fun environment, sometimes under pressure, remaining calm, proactive, resourceful, and efficient. Multi-tasking is a must, and a high level of professionalism and confidentiality is essential for this position. This is a hands-on job requiring top-notch admin work plus an aptitude to liaison between the Partners, clients, key executives, and employees when necessary. Location: Currently remote with anticipated in-person set up within Los Angeles-based office (mid-city) for “hybrid” schedule in 2022 (three-day in-office work week and remainder remote) which is subject to change based on pandemic conditions. Schedule: Executive Assistant’s commitments will tend to be within standard office hours, deadlines or the demands of the Managing Partners may see the Executive Assistant working early, late, or select weekends to ensure continued success. Compensation: $75K-$85K DOE + health, dental, and vision; 401k; vacation policy Responsibilities: The Executive Assistant is responsible for managing and answering the administrative needs of the Managing Partners daily as follows: Executive Support Organize and coordinate the Partners’ daily calendars—scheduling all calls/virtual meetings and appointments (meals, meetings and more), itineraries and handling special events and invitations. Assist in answering the firm’s main line and direct calls as needed to staff, rolling calls and managing call sheets. Manage and arrange local and global travel for Partners. Proactively consider needs related to calendar and travel and work to resolve any scheduling conflicts. Host calls and virtual meetings. Prep partners for calls and meetings under direction of Chief of Staff. Manage scheduling and logistics for key internal events such as staff meetings, and internal executive meetings. Handle giftings, thank yous, and more. Update and maintain contacts database Research and book restaurants, events ideas, be proactive to enhance relationships with point people at LA hot spots. Other administrative duties as needed. Future Office Management Upon Return to Office Open office and prepare for executive arrival. Receive visitors and screen incoming calls to determine priority trafficking. Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff. Other Support Track, update, and manage subscriptions, logins, passwords, and all sensitive information as instructed. Accommodate client requests, inquiries, and concerns as directed. Light personal assistant duties for the two Managing Partners to include booking personal appointments, dinner reservations, car services, travel, errands/pick-ups, etc. Requirements: A career passion for business and/or entertainment. A minimum of 3-5 years of experience as Executive Assistant. Candidate must be proficient in using Apple MacBook Pro and Microsoft Office including Word, Excel, PowerPoint & Outlook, and Google’s suite of tools as well as video conferencing programs including Zoom, WebEx, Teams, Skype, and more. First-rate written and verbal communication skills are a must. Excellent attention to detail and organization. Familiarity with Los Angeles (both general layout of the city and meeting locales). Ability to interact professionally with all levels of management, employees, clients, and high-profile external parties. Possess the ability to prioritize and manage competing requests with a solution finder mindset. Maintain strict confidentiality standards. Loves technology, pop culture, social media trends, fashion, and overall enjoys “water cooler discussions.”