Executive Personal Assistant to Actress Producer

Beverly Hills CA

Description

Assistant to A-List Actor/Director/Producer/CEO Confidential Los Angeles, CA based with ability to travel as needed, FT role Up to 100K DOE plus Benefit A-List Actor/Director/Producer (including Production Company, Business Ventures, and Non-Profit Organization) seeks an experienced Executive Assistant. Standard operating hours 8:00am – 6pm PST, but hours can vary (including weekends). The team is working virtually. Although the position is currently remote, we are looking for candidates in Los Angeles. Fully vaccinated against COVID-19 with an FDA-approved vaccination required. Please note: Employer will provide reasonable accommodations, to the extent required by law and where it can be done without posing an undue hardship, for applicants who cannot be vaccinated due to a sincerely held religious belief or disability. DAY TO DAY RESPONSIBILTIES Update and manage talent’s master schedule inclusive of all items professional and personal Coordinate phone/zoom/conference calls for talent in addition to taking detailed notes for recap after each call and/or preparing briefing documents before the call Communicate with all members of the talent’s team, both professional (management, agent, publicist, lawyer, business manager) and personal (nannies, house staff, family, etc.) Compile a weekly status report to be shared with talent every Tuesday Share weekly schedule with internal / external team members every Monday Share daily schedule with specific team members Maintain ‘To Do’ List and assist in making sure deadlines are met Aid in all professional correspondence for talent inclusive of emails, letters, recommendations and thank you notes Arrange for all gifting on behalf of the talent for birthdays, holidays, special occasions as well as maintain talent’s personal contact list (phone numbers/emails/delivery addresses/assistant information) Submit monthly expense reports to talent’s business manager ADDITIONAL RESPONSIBILITIES THAT CAN COME UP: Prior to arrival on set/to event, all information should be reconfirmed and included in talent’s day sheet that goes out the night before she is to arrive on set inclusive of call times, location information, glam information, schedule, etc. Prep and maintain trailer inclusive of food, beverage, production materials, production binder, etc. Liaise in all on-set activities requested by the talent including but not limited to specialty food trucks, production gifting, and visitors on set Coordinate with hair, makeup, styling, nails to make sure everyone has all call times and locations in addition to arranging returns of clothing, jewelry, hair, etc. If glam is being arranged out of pocket for talent, EA shall handle booking and communicate out of pocket rates with their agents Coordinate and assist at fittings Maintain and record of all out-of-pocket expenses incurred surrounding professional engagements Schedule and oversee COVID testing for all glam Event Planning (e.g., Team Retreat, Team Meetings, Culture Meetings, etc.) Run weekly inventory and orders (office supplies, snacks, etc.) Attend Internal Meetings Attend and/or assist at any engagement (meeting, production day, press day, award show, speaking opportunities, travel) Handle travel arrangements for talent as requested (flights, accommodations, transportation, etc.) in addition to personal driving coverage SOFT SKILLS Clear and direct communicator Always maintain confidentiality Strong written and verbal skills Detail-Oriented & Organized Ability to Multi-task Solutions oriented / creative problem solver Ability to adapt to changes and work in a fast-paced environment Proficient with iPhone, Microsoft Office Suite, Google Docs/Calendar