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Executive Assistant

Shore Fire Media is looking for an experienced executive assistant with experience working with executives in senior leadership in the music industry to join our team in Brooklyn, NY. We’re looking for someone with excellent knowledge of the music and entertainment industry, and a proven track record in providing support to executive level staff.

What you have:

• Possess a high degree of responsibility and ability to be discreet with confidential and proprietary matters

• Exemplary writing and communication skills

• Knowledge and experience working with top music industry and media executives

• 5 or more years of music industry or entertainment experience

• Expert level with Zoom, Google Meet, Microsoft Teams, Microsoft Office, Google Calendar, iCalendar; Mac OS

• Bachelor’s degree

What you’ll do:

• Work closely with the executive to manage their calendar, making travel arrangements, schedule meetings, filing expenses, and clerical/administrative duties as directed

• Corporate and staff gifting

• Holiday and staff social event planning

• Other administrative: updating press and industry databases, prepare agendas and meeting recaps

• Hybrid remote and in-office schedule; work in a collaborative loft space in downtown Brooklyn with sweeping views of downtown Manhattan and NY harbor.

• Be a part of a supergroup of leading PR and marketing agencies with unique benefits including pet insurance, student loan assistance, and flexible quality time off

Benefits:

Generous benefits package includes medical, dental, vision, life insurance and disability, flexible spending account, 401k plan, student loan assistance, fitness reimbursement, commuter benefits, quality time off.

ABOUT SHORE FIRE MEDIA

Shore Fire Media represents musicians, talent, creators, athletes, entrepreneurs, businesses and brands at the forefront of their respective fields as well as some of the most exciting established and emerging voices in the arts, entertainment, culture and beyond.

From the Grammy’s coveted Best New Artist award to Fast Company’s “World’s Most Innovative Companies,” or People’s “Sexiest Man Alive” to Forbes’ “30 Under 30,” Shore Fire clients are universally acclaimed by some of the world’s most prestigious cultural institutions and sought-after media alike — winning awards as well as topping bestseller and critics lists. We have represented recipients of Academy Awards, Emmy Awards, Tony Awards, NAACP Image Awards, BET Awards, Golden Globe Awards, Soul Train Music Awards, CMA Awards, Stellar Awards, GMA Dove Awards, Kennedy Center Honors, Webby Awards, Peabody Awards, the Pulitzer Prize and over 100 Grammys — as well as inductees of various halls of fame, from the Rock & Roll Hall of Fame to the Naismith Memorial Basketball Hall of Fame. Shore Fire staff aspire to a level of excellence complimenting that of our clients and is widely regarded as a best-in-class communications agency — cited by publications like Billboard and Variety, and named to Observer’s annual list acknowledging the most powerful public relations firms regularly throughout the years.

Our company culture is focused on learning by doing and we have a strong history of promoting staff from within. Multiple current staff began at Shore Fire as interns or entry-level employees.

Shore Fire is devoted to being an equal opportunity workplace and committed to offering equal employment opportunities regardless of race, ancestry, national origin, gender identity, sexual orientation, age, religion, or disability.

We are unable to respond to candidates not chosen for an interview.

Shore Fire Media

Our client, a top Entertainment Firm, is seeking a dedicated and professional Executive Assistant to join their team to support a busy Partner with a VIP client roster. This is a multi-faceted administrative role that requires an organized and diligent professional with strong communication and technical skills. The position will involve heavy client communication, email management, project coordination, facilitating legal and sensitive documentation, contracts as well as liaising with a range of inside and outside industry contacts. The right candidate has a professional and personable attitude with superior communication skills and is seeking a long-term fit as an Executive Assistant within a top team.

Qualifications:

• Minimum of 3-5 years of experience in an administrative role within entertainment or production
• Bachelors degree from a top university
• Thorough understanding of MS Office, Google Suite and especially Outlook
• An ability to succeed in a demanding, fast-paced capacity
• Willingness to adapt to changing responsibilities and expectations
• Professional and refined communication skills
• Ability to anticipate needs and be proactive
• High degree of accountability

This is a great opportunity to partner with a top Executive and a stand-out team highly regarded and respected in their industry. Please submit your resume to be considered.

Salary Range: 70K-80K base, plus overtime eligible, bonus, and 100% paid health benefits.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/.

Confidential

Our client, an American multinational mass media and entertainment conglomerate, is looking for an Administrative Assistant to join their team in New York, New York! This position is responsible for providing administrative support to department executives.

*This role is a 3-month contract to hire position*

*Hybrid schedule in New York, New York*

Responsibilities:

• Provides admin assistance to department execs including travel arrangements, expenses, To Do list and Weekly Priorities list preparation
• Coordinates meetings including booking conference rooms, video set-up (ZOOM & Microsoft Teams) & distribution of materials
• Copies, Files digitally, Organizes documents as required
• Prepares emails and other Word, Excel and Power Point documents in a timely manner
• Assists Senior Team on special projects
• Prepares meeting folders, ensuring updated versions of critical documents including meeting agendas are provided
• Saves key reference documents to department share drive

Desired Experience:

• 1+ year of department assistant experience
• SAP/CONCUR experience
• Calendaring(international and domestic), knowledge of time zones.
• Proficiency in MS Office software with particular strengths in Word, Excel & PowerPoint
• Entertainment or Media-Related Industry experience preferred

You will receive the following benefits:

• Medical Insurance – Four medical plans to choose from for you and your family
• Dental & Orthodontia Benefits
• Vision Benefits
• Health Savings Account (HSA)
• Health and Dependent Care Flexible Spending Accounts
• Life Insurance, Long-Term & Short-Term Disability Insurance
• Hospital Indemnity Insurance
• 401(k) including match
• Paid Sick Time Leave
• Legal and Identity Protection Plans
• Pre-tax Commuter Benefit
• 529 College Saver Plan

Motion Recruitment Partners is an Equal Opportunity Employer, including disability/vets. All applicants must be currently authorized to work on a full-time basis in the country for which they are applying, and no sponsorship is currently available. Employment is subject to the successful completion of a pre-employment screening. Accommodation will be provided in all parts of the hiring process as required under Motion Recruitment Employment Accommodation policy. Applicants need to make their needs known in advance.

Motion Recruitment

• Oversee CEO and team operations, covering travel, events, and office management
• Maintain professionalism, handle sensitive matters discreetly, and uphold confidentiality
• Manage complex CEO calendar, strategically scheduling appointments
• Coordinate comprehensive domestic and international travel plans, including events
• Plan and execute personal and corporate events, encompassing catering and entertainment
• Anticipate CEO’s needs, drive stakeholder decision-making, and manage office and project coordination, including staff and vendor support
• Support with personal matters and fulfill miscellaneous tasks as required

Vaco

JONESWORKS, a full-service marketing, public relations, and brand consultancy agency, is seeking an Executive/Personal Assistant in our New York office to support and report to our Chief of Staff & CEO.

The Executive Assistant/Personal Assistant must be extremely detailed and solution-oriented, have superior communication and organizational skills, as well as a strong desire to learn the business. Ideal candidates will have a dedication to excellence and very strong work ethic, as well as top notch time management skills.

Role & Responsibilities:

• Maintain and manage emails, phones and scheduling for a busy calendar, including setting (and re-setting) meetings, tracking meetings to-be-set, keeping a phone sheet, rolling calls, preparing itineraries, and ultimately keeping executives prepared, on time, and on schedule
• Manage all incoming calls in a polite and professional manner, field and roll calls, take thorough messages and direct accordingly
• Coordinate “special projects” and additional responsibilities as needed (i.e. event staffing, photo-shoots, red carpet coverage, etc)
• Perform personal tasks like running errands, making reservations, shopping and other ad hoc requests
• Coordinate all domestic and international travel arrangements, including but not limited to managing reservations, creating detailed trip itineraries with airline travel, ground transportation and hotel accommodations
• Organize, prioritize, and execute all projects from start to finish; manage timelines and ensure deadlines are met across high-priority, cross-functional projects; create and maintain detailed task lists and daily schedules
• Research and prepare background information needed for meetings
• Ability to identify problems early on and address them proactively
• Partner with Chief of Staff to manage employee/client birthdays and anniversaries, agency events, charity days, parties.
• Provide general office management including but not limited to ensuring office is organized and maintained in a professional manner, managing and ordering groceries and offices supplies
• Coordinate conference rooms and provide light catering as needed for meetings

Key Attributes:

• A passion for the entertainment industry – this is an assistant job, but we are an all-hands-on-deck kind of company, and you will be encouraged to contribute to the creative process
• Exceptional interpersonal, managerial, and verbal and written communications skills
• Organized with the ability to work efficiently and effectively while anticipating and addressing Chief of Staff & CEO’s needs
• Professional demeanor and high level of discretion required
• Ability to work strategically and collaboratively across departments
• Commitment and dedication to JONESWORKS success
• Proactive approach with a solution-oriented mindset in all settings

Qualifications:

• 5+ years as an executive and/or personal assistant at a talent agency, public relations firm, management company, or entertainment-adjacent company
• BA or BS in Communications, Marketing, Public Relations, or related field
• Ability to be solution-oriented, remain flexible, proactive, resourceful, and efficient while under pressure
• Strong work ethic, a thick skin and an ability to work in a fast-paced environment, a strong sense of team and willingness to collaborate
• Proficiency in Mac, Microsoft Office programs including Word, Excel, PowerPoint, and Outlook

Benefits:

• Jonesworks offers medical, dental, vision and 401(K), generous Paid Time Off packages, Summer Fridays, Extended PTO for December/January holiday, bonus incentives and other perks!
• Salary: $70k- 100K

***We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.***

JONESWORKS

Administrative Assistant Positions | Top Companies Nationwide! (Temp/Temp-Perm) | $25-30 an hour | Los Angeles, CA

Our Top Clients within the Entertainment, Creative, and Finance industries are seeking a mid-level Administrative Assistant on a temp, temp to hire basis to join their team in Los Angeles, California.

These are client facing roles, where you will be taking on a variety of administrative projects.

Responsibilities:

• Organizing important documents, prepare reports, distribute emails, manage schedules, and offer general support to other employees
• Provide high-level administrative support and assistance to assigned leadership staff
• Perform clerical, administrative, and office tasks

Requirements:

• Proven experience as an Administrative Assistant or an Office Administrative Assistant
• Bachelor’s degree preferred
• Experience with heavy calendaring/scheduling and booking business travel
• Proficiency with MS Office Suite

Please submit your resume to apply.

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Career Group

ABOUT THREE SIX ZERO:

Three Six Zero is a global management and entertainment company at the forefront of music, film, television, digital content, and Web3. Our company is home to some of the world’s most prolific talent including Calvin Harris, Marcus Rashford, FKA twigs, Skepta, Will Smith, Jada Pinkett Smith, Jaden, Willow, Jason Statham, and more. Our offices are located in Los Angeles, London, Miami, and Tokyo.

THE ROLE:

Three Six Zero is seeking a first-class Personal Assistant to support one of our high-profile recording artists. This role will play a pivotal role in ensuring a smooth and efficient functioning of the household while providing comprehensive administrative, lifestyle and concierge support to the client and members of the household. Strong candidates will have experience working in a similar role providing 24/7 support to an executive or high-profile individual. Candidates must be local to Los Angeles and will be working out of the client’s home or office and will travel as needed. Evening and late night availability required- this assistant cover the hours of 6pm to midnight.

RESPONSIBILITIES:

• Heavy calendar management, scheduling and coordinating personal, social and professional appointments
• Serve as the primary point of contact on behalf of the client for household staff and members, the management team, business contacts, and all external parties maintaining credibility, confidentiality, and trust
• Send schedule daily and follow up with reminders to maintain the flow of the day
• Coordinate with teams internationally, working across multiple time zones
• Assist with meeting prep, agendas and dissemination of notes/action points
• Provide support for the client across all of their business
• Oversee the day-to-day operations of the household, inclusive of staff, vendors, housekeepers, chefs, etc., ensuring all tasks are executed seamlessly and efficiently
• Implement and maintain household policies and procedures to optimize efficiency
• Managing travel- creating itineraries, commercial/private flights, ground transportation, hotels, etc.
• Organize special events and gatherings, coordinating all aspects from invitations to logistics
• Manage household budgets, track expenses, and assist in financial planning and expenditure optimization
• Handle payments for household bills, vendors, and other related expenses
• Oversee property maintenance and repairs, coordinating with external contractors as needed
• Running miscellaneous errands for the household and client
• This role will likely travel with the client as needed

QUALIFICATIONS:

• 3-5 years’ experience in a comparable role in the entertainment or music industry
• Must have demonstrated experience and knowledge of the music industry
• Excellent interpersonal skills; comfortable interfacing with executives, associates, and other internal and external business contacts
• Must have flexible availability and willingness to cover the late night/evening hours
• Candidate must have the ability to work well in a dynamic and fast-paced organization and manage multiple tasks and conflicting priorities
• Ability to plan ahead and anticipate needs
• Excellent written and verbal communication skills
• Must be resourceful and have the ability to problem-solve independently when needed
• Advanced Microsoft Office and Google Suite skills
• Exceptional organizational and time management skills- Ability to work against deadlines, independently manage workload, be adaptable, and highly flexible
• Attention to detail and timely follow up
• Familiarity with property management and project coordination
• Flexibility in working hours, including weekends and evenings
• Demonstrated ability to handle sensitive issues and maintain complete confidentiality
• Capable of writing reports and business correspondence
• Excellent organization, prioritization, and time management skills
• Must have access to reliable transportation

Three Six Zero

Join a fast-paced and growing company as an executive assistant. You will work directly with the CEO. We are an online D2C brand that manufactures our own products in Miami, FL. 

Responsibilities

• Perform administrative duties for executives (i.e., call screening, travel management, expense management/processing, meeting coordination)
• Keep executives informed of issues, commitments, and responsibilities
• Manage executive calendars
• Track relevant expense receipts for accurate accounting reconciliations. File and track reimbursements, credits, and refunds
• Provide personal assistant support as needed.
• Handle confidential and sensitive information with the appropriate discretion.
• Organize, maintain, and create files, records, and archiving systems to facilitate the timely retrieval of information.
• Attend business meetings as requested, take notes, and follow up on action items.
• Assist with company events and entertainment functions as needed.

Requirements

• Engaging personality and optimistic outlook
• Meticulous attention to detail and accuracy
• High level of proficiency in the Microsoft Office suite
• Exceptional organizational skills
• Ability to think creatively to contribute to the office culture
• Ability to anticipate needs and exercise good judgment
• Ability to prioritize and complete multiple projects and tasks
• Excellent written and verbal communication skills

N/A

Executive Assistant – Creative Firm ($80k-$90k)

Rapidly growing creative company with a fast-paced, entrepreneurial culture is looking for a sharp and driven Executive Assistant to provide “right hand” support to a top executive.

This is a high touch role and will require exceptional problem-solving skills, a keen eye for detail, and the ability to handle competing priorities with confidence and discretion.

Responsibilities:

• Serving as an effective gatekeeper, filtering communications and prioritizing action items to maximize the executive’s time
• Managing complex calendars, scheduling meetings and calls, and coordinating meeting logistics
• Booking travel arrangements, including flights, hotels, and ground transportation
• Preparing and distributing agendas, presentations, and other materials
• Generating expense reports
• Coordinating gifting needs
• Handling heavy phone calls and correspondence
• Liaising with high-profile clientele and business contacts
• Assisting with ad-hoc special projects and admin tasks

Kindly note, the firm is operating on a fully remote schedule, with required flexibility to attend evening & weekend events and monthly meetings in Los Angeles.

Perks include: a competitive base salary ($80k-$90k, DOE), bonus, commission potential, benefits, an incredible work culture, and the chance to work with a team of passionate and creative colleagues.

Qualified applicants must have prior administrative experience supporting very busy professionals, ideally from a talent agency or within entertainment.

Submit your resume today if interested, as the right individual will be hired ASAP!

J.R. Berry Search Group, Inc.

pepper is looking for an experienced and passionate executive assistant to provide day-to-day and project-based administration and operations support to our CEO, with a trickle down to executive and key project leaders. This is a great opportunity to join a growing team and work on cutting-edge business issues in an exciting, fast-paced and creative environment. This role is focused on identifying, anticipating, and creating solutions with ease to facilitate peak performance and quality of service to our clients. We’re looking for a highly organized, professional and self-motivated individual who is able to think critically, react quickly, get ahead of needs, and work productively to complete essential tasks related to scheduling, legal, administrative, accounting, production and general business operations. Seeking a confident task manager with a high EQ who approaches both relationships and productivity with the utmost professionalism, and prides themselves on developing implicit trust with direct reports and colleagues in order to get the job done without waiting to be tasked. While this role may appear rooted in the “small stuff,” this key player understands their integral contribution to the bigger picture, and that their ability to navigate priorities across multiple work streams and support collective teams in job completion with an unflinching and consistent work ethic is ultimately what nourishes the success and growth of our agency from the very seed. 

On a typical day, you will:

• Schedule meetings and conference calls with internal and external parties, create meeting agendas and circulate meeting materials
• Manage multiple busy calendars and balance appropriately 
• Provide administrative support with various projects in both the development and production stages
• Support with creation, filing and execution of standard contracts for various vendors  
• Create and distribute deal memos for artists bookings 
• Support with accounts payables & payment remittance communications 
• Manage all relevant paperwork for new business and bidding across all departments 
• Liaise between internal business partners and client teams during contract development and negotiation
• Update legal and accounting trackers 
• Prepare written communications to internal and external contacts with an emphasis on context and confidentiality
• Regularly prepare and distribute communications to the entire team on various topics
• General office duties, including receipt filing and reconciling expense reports
• Other miscellaneous tasks assigned by executives

In this role, you will be expected to:

• Prioritize & manage multiple projects simultaneously, and follow through to completion
• Maintain knowledge base of resources, develop industry best practices, process improvements, and conduct related compliance trainings
• Maintain and update internal resources for onboarding and team-specific trainings
• Monitor changes to government guidelines and/or regulations
• Monitor usage and expirations for talent and photography
• Optimize data management and filing processes 
• Maintain team discretionary spending budget and coordinate its allotments with management
• Assure discreet handling of all company business

JOB REQUIREMENTS

• 3 years + experience supporting at a senior management/executive level
• Excellent communication skills, written and verbal
• Self-motivation and problem-solving attitude in fast-paced, deadline driven environment
• Exceptional organizational, prioritization, and time management skills and a strong attention to detail
• Ability to collaborate with various teams and facilitate decision making based on collective team input
• Working knowledge of AICP Standards of Photo and Motion Production and universal bid forms 
• Working knowledge of copyright, trademark, and licensing in the area of entertainment or advertising law with particular emphasis on digital and influencer marketing
• Understanding of Social Media platforms and Influencer/Creator Agreements
• Familiarity and comfort with advertising and media agreements and business terms
• Understanding of content production process, especially with rights, clearances and SAG
• Working knowledge of production accounting and entertainment payroll
• Experience working at a startup, especially a media company or artist representation agency

BENEFITS

• Medical, Dental and Life
• 401K 
• Generous PTO 

pepper