Chicago Casting Calls & Acting Auditions

Our client is an entertainment company looking for an Executive Assistant to join their team in New York, NY.

Location: New York, NY (Hybrid)

Contract: 6-month W2

Pay Rate: $30-$35

Hours: 8:00- 5:00 pm

ABOUT

• Coordinates and performs a wide range of routine and complex administrative and clerical duties.
• Manages day-to-day activities with oversight in support of executive leadership, which includes but is not limited to, calendaring and scheduling, managing travel arrangements, handling of communications, development and distribution of meeting materials, office supply management, office / space support, and presentation and reporting support.
• Demonstrates a high level of professionalism and positive service attitude at all times, strong attention to detail and excellent organizational skills. Will also provide back-up support for other assistants as part of an executive assistant team.

Calendaring, Travel & Expenses, Correspondence

• Schedules appointments, meetings and locations within plan and schedule without consultation; arranges programs or events; plans and schedules work for office support; may participate in meetings as a representative of department, researches and prepares materials.
• Coordinates executives’ calendars, including registration & travel.
• Coordinates a wide variety of events and meetings, which may include involving multiple parties, international travel, technology and/or refreshments.
• Collects and processes data associated with visa applications.
• Maintains office equipment and inventory.
• Coordinates program or project events including registration, scheduling presenters, logistics, accommodation requests, food & beverage, basic meeting and program materials, etc.
• Provides program or project support; prepares materials and assists in managing timelines and tasks; manages program or project calendars.
• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.
• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending

Russell Tobin

We are seeking a proactive Office Manager to oversee our location in Los Angeles. Your primary responsibilities will include providing administrative support, managing office supplies, handling office-related tasks, and maintaining a welcoming and professional environment for our employees and visitors. Additionally, you will be responsible for managing the restocking of snacks and refreshments and assisting with ad hoc tasks assigned by the Director of Human Resources.

GENERAL RESPONSIBILITIES

• Serve as the face of the company, offering friendly service to visitors by greeting, welcoming, and directing them appropriately.
• Demonstrate a high level of professionalism in dealing with confidential and sensitive documents and information
• Maintain the reception area, break room, and conference rooms keeping them clean, and free of clutter per office procedures, and building rules, and regulations.
• Keep a fully stocked office, by ordering and organizing general office and break room supplies and maintaining inventory of stock.
• Liaise with property/building management and maintenance to schedule routine maintenance, and inform when office equipment or functions are malfunctioning, and need to be repaired.
• Operate and maintain a variety of office equipment and troubleshoot with IT as needed, including copier machine(s) per existing vendor and/or manufacturer contracts and agreements.
• Troubleshoot AV minor equipment issues, such as missing cables, simple hardware connectors, and plug-in for functional operations.
• Participate in the wellness/life/safety functions by scheduling required events.
• Ensure contracted services provided by outside vendors (cleaning services, food services, etc.) and building services (janitorial, parking, badging, interior and exterior furnishings, etc.) are meeting contract standards.
• Provide full back-up support to the Human Resources department as needed.
• Participate in special ad-hoc projects and perform other duties as assigned.

EDUCATION AND EXPERIENCE

• 3-5 years Facilities/Office Services role, preferably including 1-2 years in entertainment
• Proficient in Microsoft Suite (Outlook, Teams, Word, Excel, and PowerPoint).
• Excellent written and oral communication skills necessary to effectively collaborate with key stakeholders.
• Willingness to adapt to changing business needs and deadlines, including extended work hours when necessary.
• Comfortable with ambiguity and change and able to navigate large organizations with confidence.

This position is based in Los Angeles, CA on-site 5 days a week. Remote and/or hybrid will not be considered. Please only apply if you are located in Los Angeles, CA.

The estimated salary range for this position starts at $60,000.00 and includes medical/dental/vision/401k benefits. This represents the typical salary range for this position and is just one component of DWP’s total compensation package for employees.

Danny Wimmer Presents

We are seeking an accomplished and dedicated Personal Assistant / Family House Manager for an entrepreneur couple and their family. This multifaceted position will undertake a range of responsibilities with a distinctive blend of operations and administration across house management and personal family tasks. We are seeking a candidate who takes pride in the little details with a focus on ensuring that each day runs smoothly. This role requires someone highly organized, a relationship builder, and who enjoys wearing many hats. You will strategically coordinate operations and organization of the residence, helping with calendaring and family scheduling, booking travel, and working closely with contacts within the family environment as well as with outside vendors and crews. You’ll be entrusted with event coordination, facilitation of business vendor contracts, construction project management, and a range of other tasks as they come up.

The ideal candidate will be a true professional with a warm and “get-it-done” mentality, capable of effortlessly navigating both the demands of executive support and the intricacies of household management. This opportunity offers a unique chance to contribute to the operational harmony of an accomplished family while honing and showcasing executive-level competencies.

Responsibilities: The chosen candidate will undertake an integral role in ensuring the seamless operation of the household, as well as providing personalized assistance to the principals. Duties encompass a broad spectrum, including running errands and managing house tasks (working with vendors, staff, and construction projects), coordinating travel arrangements, orchestrating appointments, overseeing calendars, and facilitating entertaining endeavors like holidays and special events. Additionally, the individual will be entrusted with supervising vendors, communicating needs with housekeeping personnel, and maintaining the overall upkeep of the residence. Event coordination, management of business contracts and compliance, and travel management will be among the other pivotal duties entrusted to this role. You’ll also handle budgeting, payments and invoicing, with the aim to secure best prices and maintain budgetary goals.

Qualifications:

• A minimum of 3 years of demonstrated excellence in Executive/Personal Assistant or administrative capacities
• Tech-savviness and an affinity for research-driven tasks
• Proven adeptness in managing multifaceted tasks, with an aptitude for discerning priorities and executing with meticulous precision
• Background in house management, with a demonstrated capacity for maintaining a well-operated household
• Prior experience in providing support to high net worth families is a substantial advantage
• Valid driver’s license
• Pet friendly!

Salary Range is 70,000-75,000 base plus medical stipend for benefits.

Bonus eligible

You’ll also have PTO and a host of other perks.

You must be available to travel to the property onsite in the Ventura County Area 3x a week onsite and have car to run errands.

Confidential

Office Coordinator

Arizona State University

ASU Gammage DFA

Campus: Tempe

94700BR

Job Description

ASU Cultural Affairs is seeking an experienced office professional to provide advanced administrative support and office management, including support to the ASU Vice President for Cultural Affairs and Executive Director of ASU Gammage and the Executive Assistant. The ideal candidate will have acute attention to detail, a welcoming demeanor, top-notch administrative skills and an appreciation for the arts. This position is located at Desert Financial Arena. The office also houses several senior level directors for Cultural Affairs. This position has direct contact with high-level visitors from campus, the city/state government and the community. This position is full time, hourly and benefits eligible. Primary hours are Monday–Friday from 8am to 5pm in the office with some nights and weekend hours depending on events, remote work is not an option for this position. This position reports to the Administrative Coordinator, Special Events.

Salary Range

$20.00 – $20.92 per hour; DOE

Close Date

11-September-2023

Essential Duties

• Oversee day-to-day front office duties, assuring efficient quality service.
• Receive and screen telephone calls and visitors; assist caller or visitor by answering questions and providing information.
• Supervise, hire, train and schedule student workers including monitoring their work to completion.
• Works with department HR Manager to schedule part-time and student interviews for our department at Desert Financial Arena. Provide office orientation for new full-time employees.
• Draft letters and notecards to staff, performers and donors. Proofreads and corrects grammatical, punctuation and spelling errors for a variety of print pieces, including brochures, newsletters, marketing materials and proposals.
• Organize, maintain and follow-through with record-keeping systems for correspondence, documents, vehicles, parking validation, deliveries, FedEX and supplies.
• Arrange meetings and conferences, assemble necessary materials/information; including coordinating facilities as well as services, creating flyers and notifying attendees.
• Provide administrative support to the ASU Vice President for Cultural Affairs and Executive Assistant as needed.
• Prepare itineraries and ASU travel forms.
• Handle administrative forms for office/department and forward appropriately for processing; initiate work orders with supervisor’s approval.
• Represent ASU Cultural Affairs in the ASU United Way Campaign.
• Process payments/deposits within 48 hours of receipt.
• Oversee three department vehicles and a golf cart for scheduling and tracking repairs, cleaning and maintenance.
• Coordinate interdepartmental mail run and other student errands.
• Serve on ASU Cultural Affairs Homecoming Block Party and Holiday Party planning committees.
• Assist with the coordination of staff events.
• Interact with various individuals and units within ASU Gammage to relay information on activities, policies, etc. Initiate responses to inquiries by composing correspondence as directed by supervisor.
• Operate various office equipment including, personal computers, facsimile, photocopier and printers. Ensure equipment is in working order and maintain appropriate supplies.
• Order, track and stock office and break room supplies, including stationery and business cards.
• Run errands, which require driving a 7-passenger van and/or electric golf cart.
• Coordinate purchases of flowers and gifts for performers and business colleagues.
• Coordinate storage and pick-up of surplus equipment and supplies from venue staff.
• Develop a personal code of conduct to help ensure our work environment is welcoming, equitable and supports our department mission and core values along with the ASU Charter.
• Coordinate special projects as assigned and perform other administrative duties as needed.

Minimum Qualifications

Bachelor’s degree in a field appropriate to the area of assignment AND one (1) year of related experience; OR,

Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Demonstrated knowledge of standard office practices and procedures.
• Evidence of effective customer service and communication skills.
• Experience in typing and using computer (Apple and Windows operating systems).
• Demonstrated high level of attention to detail, follow through and confidentiality.
• Experiene in organizing/maintaining a variety of files and records, handling multiple tasks simultaneously and thrive in a fast pace, deadline-oriented environment.
• Experience in composing letters, proofreading and creating flyers.
• Demonstrated good judgment and ability to set priorities.
• Experience in setting priorities for others and supervise student or entry level workers.
• Ability to drive on university business and possess a valid US driver license upon employment.

Department Statement

ASU Cultural Affairs is comprised of three units – ASU Gammage, ASU 365 Community Union and ASU Kerr. Through the mission of Connecting Communities™ ASU Cultural Affairs makes an impact across the Valley of the Sun through the arts, entertainment, education and events.

ASU Gammage has been a top cultural destination in the Valley for more than 50 years. The Frank Lloyd Wright designed performing arts center located on the Tempe campus of Arizona State University is one of the largest university-based presenters of performing arts in the world and top touring market for Broadway. Home to the Desert Financial Broadway Across America – Arizona and Beyond series, the mission of Connecting Communities™ goes beyond the stage and programs and impacts the community through shared experiences in the arts.

ASU Kerr is a one-of-a-kind, 300 seat, true adobe venue like no other in the Valley. Each season, ASU Kerr welcomes a carefully curated selection of performances that represent the spirit and vision of its namesake Louise Lincoln Kerr.

ASU 365 Community Union represents an innovative new stadium-utilization model that transforms Sun Devil Stadium from a football venue into a university asset used 365 days a year. Strategically located in the heart of the Valley, the ASU 365 Community Union is a cultural hub with programming designed for the entire community. It is a place where diversity is celebrated – a place for students, staff, faculty and local community to eat, play, learn, connect, build relationships, create and innovate. With its official launch in Fall 2019, the ASU 365 Community Union expands a premiere venue for athletic events into a cultural destination for world-class entertainment.

ASU Cultural Affairs is committed to providing a welcoming, equitable and respectful environment for all in order to realize our mission of Connecting Communities™ through the arts, entertainment, education and events. Our core values serve as a guide for daring engagement, respectful dialogue and cross-collaboration. Learn more about our commitment and values at https://www.asugammage.com/about/asu-cultural-affairs-core-values

To learn about ASU Gammage, visit: asugammage.com/about

To learn about ASU Kerr, visit: asukerr.com

To learn about ASU 365 Community Union, visit: asu365communityunion.com

To learn about the ASU Charter and goals, visit: president.asu.edu/asu-mission-goals

Total compensation at ASU is more than the salary paid for the valuable work performed. You can estimate the approximate value of your overall compensation here: cfo.asu.edu/compensation-estimator.

You also receive the following:

• Comprehensive package of affordable health benefit plans and programs: cfo.asu.edu/benefits

• Access to world-class educational opportunities at deeply discounted rates

• Paid holiday, vacation and sick leave

• Matching retirement contributions

• Discounts from a variety of vendors and service providers for personal expenses

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

To view full description or to apply please click this link: https://sjobs.brassring.com/TGnewUI/Search/Home/Home?partnerid=25620&siteid=5494#jobDetails=4806925_5494

Arizona State University

LeadStack Inc. is an award-winning, one of the nation’s fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we’re proud to partner with some of the most admired Fortune 500 brands in the world.

Job Title: Executive Events Coordinator on site in Chicago, IL

Payrate: $30/hr to $32/hr on W2

Contract durations: 5-months with possible extensions

The Campus Events Team designs and produces events that bring together executives, partners, customers and employees. We are seeking a candidate who is passionate about hospitality and events to join our New York based events team. Our events vary from in-person, virtual, and hybrid experiences. Success in this role requires agility, clear and compelling communications, outstanding organizational skills, and the ability to collaborate cross-functionally. This individual will work closely with Security, Space Planning, Facilities, Workplace and Guest Services Teams to deliver successful events.

Roles & Responsibilities:

-The position is responsible for the operational excellence of our meetings/events and the holistic guest experience including but not limited to: customer meetings, executive receptions, intimate dinners, town halls and employee events

-Continuously research and report innovative and creative event and entertainment options

-Solid office management / workplace environment knowledge

-Strong customer service and executive interaction experience

-Understand *** brand and product positioning with the ability to ensure consistent, on-brand messaging for all events

-Continuous development of team playbooks and standard operating procedures

-Organize logistics, from beginning to end, for customer facing meetings, town halls, etc.

-Pre, onsite and post event logistical management

-Key stakeholder for G-Cal calendar management for internal event space

-Co-Manage vendor relationships (agencies, vendors, caterers, etc.) and work with internal teams.

-Liaise and negotiate with vendors to achieve the most favorable terms for goods and services

-Management of event statistics and ad hoc reporting

-Manage various workplace projects as assigned

-Multitask many events and projects at one time

Required Skills:

-Experience will be evaluated based on alignment to the core competencies for the role

-Highly personable and customer service focused with great attention to detail

-Excellent written and verbal communication with ability to proactively address client’s needs

-Experience in managing budgets, financial planning and tracking

-Excellent problem-solving skills with ability to creatively negotiate demands

-Results-oriented, customer-driven, and organized

-Assess and prioritize workload in a strict deadline centric environment

-Thrive on teamwork and overcoming obstacles

-Ability to work a flexible schedule as needed

-In-depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary

To know more about current opportunities at LeadStack, please visit us at https://leadstackinc.com/careers/

I can be reached on [email protected]/(650) 275-5100

Thanks,

Nazmi Fatima

LeadStack Inc.

A global entertainment company is looking to hire an Executive Assistant.

Location: Bristol, CT

Contract: 6 Months

Pay: $30-35/ hourly

Coordinates and performs a wide range of routine and complex administrative and clerical duties. Independently manages day-to-day activities in support of executive leadership, which includes but is not limited to, calendaring and scheduling, managing travel arrangements, handling of complex communications, development and distribution of meeting materials, office supply management, and presentation and reporting support. Demonstrates a high level of professionalism and positive service attitude at all times, strong attention to detail and excellent organizational skills. Will also provide back-up support for other assistants as part of an executive assistant team.

Requirements:

• Schedules appointments, meetings and locations within plan and schedule without consultation; arranges programs or events; plans and schedules work for office support; may participate in meetings as a representative of department, researches and prepares materials.

• Coordinates executives’ calendars, including registration & travel.

• Coordinates a wide variety of large or complex events and meetings, which may include involving multiple parties, international travel, technology and/or refreshments.

• Fields, screens, redirects and responds to a wide variety of inquiries; advises on office policies and procedures; contacts individuals inside and outside of DE&E Technology on highly confidential matters.

• Composes difficult/sensitive correspondence requiring high degree of initiative, judgment, originality, and knowledge.

• Coordinates program or project events including registration, scheduling presenters, logistics, accommodation requests, food & beverage, basic meeting and program materials, etc.

• Provides program or project support; prepares materials and assists in managing timelines and tasks; manages program or project calendars.

• Prepares program or project timelines and tasks; may be responsible for managing small projects in scope and impact.

• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.

• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending

• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.

• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending

Requirements:

• High school diploma required

• College degree preferred

• Minimum of 3 years of relevant experience required

• Knowledge of Microsoft Office applications (Outlook, Word, PowerPoint, Excel).

• Knowledge of administrative functions and processes.

• Strong verbal and written communication skills with an ability to communicate at all levels within the organization.

• Proven ability to work with confidential information, while exercising sound judgment and decision-making.

Russell Tobin

Our client is searching for a Personal Assistant to support a content creator and musician. The PA will be responsible for overseeing both personal and professional commitments, act as a gatekeeper for the principal, and handle correspondence and social medial on behalf of the principal. The PA will be responsible for calendar management, expense and invoice processing, and travel coordination (both domestic and international). PA will collaborate with other executive assistants and executives across multiple internal teams and will work on various ad-hoc projects, including the coordination of team conferences and events. The ideal candidate will have a true service heart, be highly motivated, and have an upbeat and energetic personality.

Responsibilities

• Manage and organize an ever changing calendar and complex schedule for both business and personal matters
• Staying ahead of needs in home and office
• Manage talent calendar and assist in scheduling all meetings, calls and bookings
• Respond to emails and make calls on behalf of the employer
• Making travel arrangements, planning events and organizing into detailed itineraries using project management tools
• Primary contact between contractors, outside vendors, and household staff – including booking and managing housekeepers, hair/makeup artists, stylists, etc.
• Ensure projects are completed from start to finish: including tracking down new vendors, receiving materials, facilitating the relationship, making payments, etc.
• Format documents, put together spreadsheets, and assist with contract management
• Assist with local and online purchases/returns of personal clothing/accessories on an as needed basis
• Keep supplies for the business and personal home fully stocked, including groceries, toiletries, office supplies and more
• Run errands as necessary
• Domestic duties: keep the house clean and organized at all times, including daily laundry, dishes, etc.
• Unbox all incoming daily packages/mail and organize
• Management of home and personal tasks in addition to office administration responsibilities

Requirements:

• At least two years’ experience as an assistant, preferably working with talent, celebrities or within a creative/entertainment agency
• Poised and professional
• Strong organizational skills
• Must be obsessively detail oriented, great with time management, and a master multi-tasker
• Intuitive and proactive when it comes to anticipating personal and business needs, resolving conflicts, and coordinating with a larger team
• Must have impeccable written and verbal communication skills
• Excellent at transcribing verbal notes and managing electronic documents
• Must be able to handle sensitive and private information with discretion
• Comfortable working on projects independently and with minimal guidance or oversight
• Proficiency with Google Suite, Microsoft Office, and common Mac applications
• Cooking/meal preparation skills a plus

Schedule: Monday through Friday, 9am-6pm. The Personal Assistant will be required to travel frequently and be available for last-minute schedule changes as hours and days working can fluctuate on any given week.

Salary: $80K a year

The Calendar Group

We’re partnering with a well known sports entertainment company who is looking to hire an hybrid Executive Assistant for their Bristol, CT office!

Role: Hybrid Executive Assistant

Location: Hybrid in Bristol, CT

Contract: 6 Months W2 Contract to Hire

Pay: $30-35/hourly

Summary

• Coordinates and performs a wide range of routine and complex administrative and clerical duties.
• Independently manages day-to-day activities in support of executive leadership, which includes but is not limited to, calendaring and scheduling, managing travel arrangements, handling of complex communications, development and distribution of meeting materials, office supply management, and presentation and reporting support.
• Demonstrates a high level of professionalism and positive service attitude at all times, strong attention to detail and excellent organizational skills.
• Will also provide back-up support for other assistants as part of an executive assistant team.

Responsibilities:

• Schedules appointments, meetings and locations within plan and schedule without consultation; arranges programs or events; plans and schedules work for office support; may participate in meetings as a representative of department, researches and prepares materials.
• Coordinates executives’ calendars, including registration & travel.
• Coordinates a wide variety of large or complex events and meetings, which may include involving multiple parties, international travel, technology and/or refreshments.
• Fields, screens, redirects and responds to a wide variety of inquiries; advises on office policies and procedures; contacts individuals inside and outside of DE&E Technology on highly confidential matters.
• Composes difficult/sensitive correspondence requiring high degree of initiative, judgment, originality, and knowledge.
• Coordinates program or project events including registration, scheduling presenters, logistics, accommodation requests, food & beverage, basic meeting and program materials, etc.
• Provides program or project support; prepares materials and assists in managing timelines and tasks; manages program or project calendars.
• Prepares program or project timelines and tasks; may be responsible for managing small projects in scope and impact.
• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.
• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending
• Creates and distributes accurately generated reports, proposals, presentations, or other relevant materials.
• Creates, compiles, prepares and maintains standard spreadsheets, databases, or reports, based on information compiled from various sources; may perform trending

Requirements:

• High school diploma required
• College degree preferred (equivalent experience accepted)
• Minimum of 3 years of relevant experience required
• Knowledge of Microsoft Office applications (Outlook, Word, PowerPoint, Excel).
• Knowledge of administrative functions and processes.
• Strong verbal and written communication skills with an ability to communicate at all levels within the organization.
• Proven ability to work with confidential information, while exercising sound judgment and decision-making.

Russell Tobin

IAA, a leading architectural firm renowned for its dedication to client satisfaction and innovative design solutions, is seeking an experienced Office Manager to join our collaborative and award-winning team. This position presents an exciting opportunity to work in a dynamic architecture practice committed to design excellence. The ideal candidate will possess applicable experience in an architecture or engineering firm or a related industry, along with excellent organizational skills, a positive attitude, and strong attention to detail.

Responsibilities:

Communications and Operations:

– Serve as the primary point of contact, providing exceptional service to all guests

– Manage incoming telephone calls and direct them as needed

– Coordinate mail distribution and ensure timely delivery

– Oversee the procurement and management of architectural and office supplies

– Coordinate hospitality and entertainment arrangements

– Support office staff on a daily basis

Payroll:

– Process and maintain all status reports and pay changes

– Manage the firmwide reporting and tracking system (e.g., Monograph)

– Maintain reports on new hires, employee attendance, and absenteeism

– Collaborate with the payroll professional to oversee benefit deductions and additions in the payroll system

– Report employee vacation, personal, and sick days to the payroll professional

– Track, support, and encourage the utilization of the firmwide timesheets system

– Prepare regular staffing and job reports using the firm’s reporting and tracking system

Human Resources Coordination:

– Collaborate with firm leadership to develop specific recruiting strategies

– Coordinate candidate interviews

– Support the onboarding process for new employees

– Maintain the employee manual and ensure its accuracy and compliance

– Administer employee benefits programs and track utilization

– Process claims related to employee benefits

– Maintain accurate employee files

– Assist employees in filing health, dental, life, and deferred benefit claims

– Plan and conduct employee introductions and enrollments

– Maintain and verify data related to premiums, claims, costs, and profit sharing

Other Duties:

– Monitor licenses, insurance, subscriptions, and memberships renewals

– Perform additional tasks and responsibilities as assigned by the management team

Qualifications:

– BA or BS degree (or equivalent degree) required

– Minimum of 5+ years of administrative, HR, and financial management experience or education in a related field

– Proficiency in Quickbooks

– Proficiency with Microsoft Office Suite is required, and knowledge of Adobe Creative Suite is a plus

– Excellent written and verbal communication skills

– Experience in supply management

– Meticulous attention to detail, quality, and thoroughness

– Proactive with the ability to work independently and make sound judgments

– Highly organized with the capability to handle multiple projects and tasks concurrently

– Adaptable and resourceful, able to manage shifting priorities and tight deadlines

– Professional demeanor and ability to interact effectively with clients and employees

– Commitment to maintaining strict confidentiality and discretion with sensitive information

– Strong team player with positive references

Benefits and Compensation:

IAA offers a competitive compensation package that includes a SIMPLE IRA plan, health, dental, and vision insurance, paid vacation, and personal days.

To apply for the Office Manager position, please submit your resume, cover letter, and references to [email protected]. IAA is an equal opportunity employer.

International Architects Atelier

We are seeking a dedicated and experienced Personal Assistant / Family House Manager for an entrepreneur couple and their family. This multifaceted role will undertake a range of responsibilities with a distinctive blend of administration across house management and personal family tasks. We are seeking a candidate who takes pride in the little details with a focus on ensuring that each day runs smoothly. This role requires someone highly organized, a relationship builder, and who enjoys wearing many hats. You will strategically coordinate operations and organization of the residence, helping with calendaring and family scheduling, booking travel, and working closely with contacts within the family environment as well as with outside vendors and crews. You’ll be entrusted with event coordination, facilitation of business vendor contracts, construction project management, and a range of other tasks as they come up.

The ideal candidate will be a true professional with a warm and “get-it-done” mentality, capable of effortlessly navigating both the demands of executive support and the intricacies of household management. This opportunity offers a unique chance to contribute to the operational harmony of an accomplished family while honing and showcasing executive-level competencies.

Responsibilities: The chosen candidate will undertake an integral role in ensuring the seamless operation of the household, as well as providing personalized assistance to the principals. Duties encompass a broad spectrum, including running errands and managing house tasks (working with vendors, staff, and construction projects), coordinating travel arrangements, orchestrating appointments, overseeing calendars, and facilitating entertaining endeavors like holidays and special events. Additionally, the individual will be entrusted with supervising vendors, communicating needs with housekeeping personnel, and maintaining the overall upkeep of the residence. Event coordination, management of business contracts and compliance, and travel management will be among the other pivotal duties entrusted to this role. You’ll also handle budgeting, payments and invoicing, with the aim to secure best prices and maintain budgetary goals.

Qualifications:

• A minimum of 3 years of demonstrated excellence in Executive/Personal Assistant or administrative capacities
• Tech-savviness and an affinity for research-driven tasks
• Proven adeptness in managing multifaceted tasks, with an aptitude for discerning priorities and executing with meticulous precision
• Background in house management, with a demonstrated capacity for maintaining a well-operated household
• Prior experience in providing support to high net worth families is a substantial advantage
• Valid driver’s license
• Pet friendly!

Salary Range is 70,000-75,000 base plus medical stipend for benefits.

Bonus eligible

You’ll also have PTO and a host of other perks.

You must be available to travel to the property onsite in the Ventura County Area 3-4x a week onsite and have car to run errands.

We are seeking an individual who is highly accountable, caring, organized, and proactive. You must have prior experience as a Personal Assistant, Nanny, or House Assistant in order to be considered.

Confidential