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Executive Assistant Positions | Fortune 500 Companies | (Temp/Temp- to -Perm) | $30-40 an hour | Los Angeles, CA
Our Top Clients within the Entertainment, Creative, and Finance industries are seeking Executive Assistants on a temp and 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, providing support to Senior Leaders and C-Suite Executives.
Responsibilities:
- Provide high-level administrative support and assistance to assigned leadership staff
- Manage and maintain logistical aspects including heavy scheduling, calendaring, and supporting internal and external meetings as necessary
- Act as the first point of contact for the department and or leaders
- Administering ad hoc project assistance as needed
- Perform clerical, administrative, and office tasks
Requirements:
- 3-7+ years minimum of administrative assistant experience within a corporate or professional services environment, working with senior-level management
- Bachelor’s degree preferred
- Experience with heavy calendaring/scheduling and booking business travel
- Proficiency with MS Office Suite
- Please submit your resume to apply.
Please submit your resume for consideration!
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 for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.
Career Group
Executive Personal Assistant to High-Profile Individual
Incredible opportunity for a dedicated, organized, and polished career Assistant is now available!
Influential leader in the entertainment and beauty industries is looking for an Executive Personal Assistant to provide elite support with an array of administrative and personal needs. The ideal candidate will have a passion for the beauty, fashion, and lifestyle fields and demonstrate exceptional attention to detail.
If selected for this one-of-a-kind opportunity, you will enjoy a competitive base salary ($100k+, DOE), benefits, paid OT, and 401(k) options.
Responsibilities:
- Serving as a “right hand” gatekeeper to the executive and screening all correspondence
- Managing complex professional and personal calendars
- Scheduling and coordinating business meetings and personal appointments
- Liaising with publicists, agents, business managers, glam team, and other contacts as needed
- Arranging domestic and international travel, including commercial and private flights, car service, hotels, and other reservations
- Partnering with house managers at several properties to address requests
- Planning events, communicating with vendors, and overseeing events from beginning to end
- Performing personal assistance tasks, such as running errands and assisting with ad-hoc projects
Please note that the nature of this high-touch role requires 24/7 on-call availability for urgent matters. The Executive Personal Assistant will work out of locations in both Brentwood and Pacific Palisades and must be flexible to travel to New York City in the summer months.
Qualified candidates will possess 5+ years of experience supporting a high-profile individual within a creative industry, as well as full Covid vaccination.
Submit your resume as a Word document today if interested! No calls, please.
J.R. Berry Search Group, Inc.
Job Purpose
- Administrative Assistant; provide administrative support to all members of the Sales team and general day to day running of the office.
- The hire will be working 5 days per week; 3 days in the office and 2 from home (Mon-Fri) the number of days required to be in the office is subject to change
Key Responsibilities
General Administrative Support
· Provide general administrative support to the Sales Team including but not limited to; processing expenses, travel and visa coordination, diary management, managing visitors, mail distribution, printing and binding.
· You will also be responsible for assisting IT an HR with the onboarding and off boarding of all employees,
· Oversee the smooth running of the office and build excellent working relationships with internal teams and external vendors.
· Acquire and maintain a good understanding of Acuity’s business, in particular the Sales function.
Expenses
· Timely and accurate preparation and submission of T&E reports ensuring company policy has been followed.
Travel & Entertainment
· Make all travel arrangements including, air, rail, hotels and visa applications
Meeting Co-ordination
· Diary management using outlook
· Process meeting requests including setting up appointments, reserving conference rooms, requesting security passes for guests
Presentation printouts
· Prepare/modify PowerPoint presentations for the Sales & Management teams (including printing & binding)
Key Competencies
- Fluency in English is essential.
- Excellent communication skills and a positive attitude towards work and colleagues
- Proven relevant experience in a corporate environment
- Familiarity with booking travel, processing expenses and general administrative tasks
- Intermediate IT skills including Outlook email and calendar, Word, Excel and PowerPoint
- Ability to work using own initiative and without close supervision
- Excellent organization and administrative skills
- Ability to multi-task and adapt to shifting priorities
- Experience working in a support role to senior management is an advantage
- Strong orientation toward teamwork
- A can-do attitude and a willingness to assist in areas outside of the administrative role to assist the company and develop in your role.
Acuity Knowledge Partners
Our client, a leading entertainment company, is seeking an Administrative Assistant. In this role you will be directly working with the Corporate Controller in a hybrid role. You will be asked to work onsite Tuesdays, Wednesdays, and Thursdays, as well during quarter end ability to be flexible with after hours work. The ideal candidate will be efficient, great attention to detail, and organized.
*Please note this is a temp role – $40/h*
Responsibilities
- Management of calendar, travel, and expenses for a Senior Director
- Scheduling complex meetings and calls with internal and external parties
- Coordinate travel arrangements and process expense reports
- Create presentations and documents using Google Workspace
- Assist with team projects and events as needed
- Work with HR and cross-functional teams to identify issues and solutions within the organization affecting morale and cultural health
- Coordinating offsite events and activities
Qualifications
- 2+ years of experience managing multiple executive calendars
- High Proficiency in Google Workspace
- Excellent writing and editing skills
- Superior attention to detail
- Responsive and able to work flexibly across multiple time zones
- Ability to stay calm under pressure and work within deadlines
- Strong organizational skills
- Independent worker, with strong judgement
- Discreet with the ability to maintain confidential information
- Tech-savvy is a plus
Please submit a resume for consideration!
You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. 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 San Francisco Fair Chance Ordinance.
Career Group
We are seeking an Executive Assistant to support the president of our largest business units.. This candidate will perform diverse administrative functions requiring confidentiality, initiative and sound decision-making. This is a key role for a detail-oriented quick thinker who relies upon their excellent organizational skills and the ability to effectively handle multiple priorities. The right candidate will need to adapt procedures, processes and techniques to the completion of assignments and in line with the team’s activities and goals. This is a demanding and very highly visible role.
Responsibilities:
· Provide heavy calendar management
· Prioritize and manage demanding schedules based on knowledge of corporate objectives
· Monitor calendars and email communications to make sure all appointments and meetings are up to date
· Handle all travel related items related to the business schedules for the team – such as booking flights, cars and hotels domestic and international
· Preparation for meetings with senior executives (e.g. documents, video conferencing, and other logistics)
· Regularly work with information that is highly confidential, strategic and critical in nature
· Support special ad-hoc projects and initiatives as assignment
Requirements:
· 5+ years experience in providing administrative support is required
· Previous experience in a high growth digital, entertainment or startup strongly preferred
· Strong computer skills required including experience with Microsoft Outlook, Microsoft Office – Excel, Word and PowerPoint
· Must be very well-organized, detail-oriented, and ability to prioritize and multi-task with great follow-up skills
· Excellent organization and prioritization skills, and able to work well under pressure
· Must possess superior judgment, professionalism, and the ability to maintain the highest level of confidentiality regarding internal business matters
· Ability to proactively identify and resolve issues
· Enthusiasm and dedication; willingness to arrive early and work late
· Ability to communicate in clear language both verbally & in writing
· Self-starter with demonstrated ability to see projects through from beginning to end
· Ability to thrive in a fast-paced environment
Confidential Jobs
About Us
The National Cherry Blossom Festival produces and promotes one of the world’s greatest springtime celebrations and Washington, DC as THE springtime destination. The Festival is dedicated to promoting the beauty of nature and international friendship through year-round programs, events, and educational and entertainment initiatives that enhance our environment, showcase arts and culture, and build community spirit.
Responsibilities
The purpose of this leadership position is to manage, protect, and leverage the human, financial and physical resources of the National Cherry Blossom Festival, and to further the Festival’s goals and mission by ensuring maximum effectiveness, efficiency, financial and organizational sustainability
Human Resources
- Manage the hiring process including creating/refining position descriptions, recruiting, interviewing/hiring, and training and on-boarding of new staff, contractors and interns
- Ensure continuous improvement of appropriate policies, internal controls, standards and operations
- Manage benefits portfolio, including contract negotiations, oversight and staff communications
- Act as Plan Administrator for the company’s 401k plan
- Approve semi-monthly outsourced payroll
- Oversee maintenance of complete and accurate personnel files and other human resource documentation
- Ensure timely posting/distribution and readily available resource materials for all compliance and regulatory matters.
- Point of contact for DOES and other regulatory agencies
- Partner in creating an environment that supports personal, professional and team development, within a positive, diverse and inclusive workplace culture
Financial Management
- Oversee the financial management of the organization, including financial statements and reporting, cash flow and overall Festival operating expenses
- Draft overall annual budget in partnership with the President & CEO and department directors; provide regular analysis and reforecasting as needed
- Manage G&A budget as well as other specific business center programs and budgets
- Coordinate support of the annual audit processes and preparation of the annual 990 tax filing in accordance with fiduciary requirements.
Business Operations
- Assist in developing and executing new growth initiatives.
- Negotiate or review and finalize a wide range of letters of agreement, contracts, leases, and other legal business documents, liaison with legal counsel.
- Manage working relationships with vendors (including outsourced services), sponsors, and partners.
- Oversee risk management activities, including monitoring and maintaining adequate insurance coverage and policies, filing claims and acting as point of contact with brokers
- Keep current on relevant compliance and regulatory guidelines and changes.
- Oversee internal and external uses of technology; ensure ongoing maintenance and updating of information systems and infrastructure. Work with staff to implement new technologies and software to create efficient and integrated systems.
- Create and oversee business systems, including but not limited to Ticketing, RSVP
- Oversee Earned Revenue streams including the Merchandise Program and Auction
- Other duties as assigned.
Reports to: President & CEO
Supervises: Finance Manager and other administrative support staff
Requirements
The successful candidate will be a strategic thinker, self-starter and hands-on contributor who works collaboratively at all levels. They will be adept at streamlining processes while handling myriad details, at troubleshooting and at maintaining a positive, well-functioning, and productive environment for all. The Festival’s programming is produced by a small and dedicated fulltime staff, supported by contractors, interns and volunteers.
- Bachelor’s degree in business administration, accounting, human resources or related field
- Minimum five years’ experience in business operations, finance, or human resources. Experience in a non-profit environment, in large-scale events or entertainment is strongly preferred.
- Working knowledge of financial and accounting systems, including QuickBooks, and ability to prepare and interpret financial statements.
- Experience and demonstrated proficiency in reviewing and managing contracts, meticulous attention to detail in the approval process.
- Demonstrated knowledge of Human Resources best practices and regulatory requirements, experience in benefits administration and in employee relations.
- Strong written and verbal communications to effectively reach a wide range of audiences.
- High level of tact and discretion to handle sensitive and confidential matters; demonstrated interpersonal and collaborative approach in working with Board members, staff, stakeholders, donors and vendors.
- Excellent time management and organizational skills: ability to work well under pressure and manage multiple priorities.
- Proficiency in Microsoft Office Suite; strong database management skills required; experience with Salesforce, Monday.com, and Slack a strong plus
- Proven desire and capacity to work collaboratively with colleagues, consultants, and volunteers.
- Highest level of accuracy and attention to detail, high productivity and commitment to excellence
- Proven track record of exceeding goals; demonstrated evidence of making good decisions through a combination of analysis, wisdom, experience, and judgment.
- Successful budget management including cost controls and earned revenue development; ability to balance program delivery against the realities of a budget.
As an integral part of the NCBF team, this salaried exempt position participates fully in the production and execution of Festival events. This requires flexibility to be available evenings and weekends and to work additional hours during peak periods.
Compensation And Benefits
We offer competitive salary of $90,000-$115,000 commensurate with experience, and a comprehensive benefits package, including health, dental and vision coverage, life and disability insurance, 401k plan, transit subsidy, 12 paid holidays, sick and annual leave, and more. Convenient downtown location near multiple metrorail and bus lines
Compensation: From $90,000.00 to $115,000.00 per year
National Cherry Blossom Festival
Executive Assistant
Dallas, TX
Overview
Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world’s most impactful transactions in the capital markets.
Job Description
This position is a full-time, in-person, role in our Dallas, TX office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple senior level executives. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.
Essential Functions & Day-to-Day Responsibilities
- Provide administrative support to group Co-Heads and Director with complex needs, including a high volume of travel, itineraries and agendas and an extremely complex calendar of meetings
- Works closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer”, having a sense for the issues taking place in the environment and keeping the executives updated as needed
- Plan, coordinate and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
- Provides “Gateway” role, communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices for co-heads and broader team by leveraging ES software and applications.
- Completes a broad variety of administrative tasks in addition to managing time and travel, including completing expense reports, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment where group co-heads are leads, in accordance with gift and entertainment policies and procedures
- Leads the planning and execution process for small local events led by group co-heads (closing dinners, small happy hours, golf outings, etc.)
- Completes personal requests as needed (personal travel, errands, etc.)
- Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
- Provide occasional back-up support to other Executive Assistants, including supporting the transaction process
- Collaborate with business operations teams across multiple offices
Education and Qualifications
- Bachelor’s Degree, preferred
- 3+ years of experience in a corporate environment working with senior-level executives
Experience, Skills and Competencies Required
- Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships across the broader team and the firm
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Experience coordinating complex calendars & managing expenses for multiple team members
- Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
- Apple device required for remote connectivity
- Concur expense management and travel booking experience a plus
Salary Range: $65,000 – $75,000
The advertised pay scale reflects Eastdil Secured’s good faith estimate of the minimum and maximum salary range for this role as of the date of publication and may be modified in the future. The advertised pay scale is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate will depend on a variety of job-related factors including, but not limited to, location, relevant prior experience, education, and/or particular skills and expertise.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on their F-1 or other student visa status. Candidates must be able to work in the United States on a permanent basis.
Eastdil Secured
Canlan Sports is the largest private sector owner and operator of recreational sports complexes in North America. The company’s success in the recreation-entertainment & hospitality industry is attributed to a combination of innovative programming, service delivery leadership and world-class sports complexes. We understand our customers’ need for service excellence and are committed to it.
Job Summary
We are currently looking for a dedicated Office Manager who will be central to maintaining efficient office services. The successful candidate will organize office operations and provide support as the first point of contact for sports complex employees for onboarding and resolving initial queries on HR and Health and Safety Policies.
Job Responsibilities
- The Office Manager is actively involved with the daily transactions of invoicing, receipts, adjustments, vending, banking, and manual cheque issuance.
- Additionally, they ensure the payroll submissions & month end processes and reports (AR & AP) are completed on time.
- Accounting and Reporting
- Employee Onboarding
Education And Knowledge Requirements
- Diploma or Degree in Business, Recreation, Facility Management or a combination of experience and education an asset.
- Certification in Standard First Aid/AED an asset.
- Possess or willing to obtain and submit a satisfactory background checks.
- At least 3 years successful office management experience in a Sports related business.
- Previous experience with accounting and payroll systems.
- Demonstrated strong Computer Skills (Microsoft Office).
- Proven ability to prioritize effectively & work well with customers, coworkers & management.
- Creativity and innovation combined with excellent organizational skills.
NOTE: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are an Equal Employment Opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, creed, age, sex, gender, sexual orientation, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions or any other classification protected by federal, provincial and local laws and ordinances. Reasonable accommodation is available for qualified individuals with disabilities, upon request. This Equal Employment Opportunity policy applies to all practices
Canlan Sports
ADMINISTRATIVE ASSISTANT – JOB DESCRIPTION
Powered by generative AI, Flawless are at the cutting edge of technology within the film industry, empowering storytellers with new ways to create, consume and deliver film content. Our patented generative AI software is revolutionizing the visual effects and motion picture industry, by enabling stories to be told exactly as they were intended.
Our first product TrueSync offers an immersive, native-language experience for any audience around the world by offering a substitute for subtitles or dubbing. We are passionate about breaking down language barriers and allowing the world to understand each other’s cultural stories better. TrueSync is the first of many AI visual effects tools from Flawless, whose long-term objective is to facilitate many new ways of creating, consuming, and delivering content.
· Website
· TIME Best Inventions of 2021
Headquartered in London and LA, we have established an exceptional team of 100 world leaders in science, film and technology (click here to find out more).
Flawless AI is looking for a highly organized and detail-oriented Administrative Assistant to keep our Santa Monica office running efficiently. This is a great opportunity to assist our eclectic executives with diverse projects and provide general administrative support at a cutting-edge generative AI Film Lab.
Our Santa Monica office is growing rapidly and currently has 25 employees, ranging from renowned computer scientists to acclaimed Hollywood filmmakers and seasoned executives, which means there’s plenty of room for growth and learning opportunities. Flawless is committed to creating an inclusive culture where all employees feel valued and welcomed.
Duties and Responsibilities Include:
- Scheduling calls and meetings for executives, booking travel, coordinating company wide meetings and ensuring all logistics run smoothly (e.g. wireless keyboards, speakers and microphones are working for meetings).
- Researching various topics that may be requested by executives (e.g. researching box office trends in different territories, creating timelines for important tasks, etc.).
- Logging emails from our info@ account and flagging priority outreach/Monitoring our CRM system.
- Summarizing notes from various meetings and/or logging key information
- Ensuring office supplies and groceries are stocked and the common areas are kept tidy/clean.
- Running errands such as a FedEx shipment, picking up camera equipment, etc
- There may be a need to travel for executive support at festivals or conferences such as Cannes.
- Occasionally there may be a need to take out trash, refill towels, etc. in between janitorial services.
Skills and Qualifications:
- Organizational skills: Organization and prioritization are paramount. You must know how to keep yourself and others organized and how to determine which tasks are the most important.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Sheets are a must.
- Communication skills: Must frequently collaborate with other administrators and support personnel, management and clients on a regular basis.
- Decision-making: Make decisions on a daily basis, addressing the best way to handle specific tasks.
Education and Experience:
- Bachelor’s degree (ideally with a business emphasis).
- Minimum of one year in office experience. Film set experience is a plus.
Flawless
Description
***Visa sponsorship is not available, now or in the near future, for this position.***
Use Cvent to manage and oversee creation and execution of Request for Proposal’s (RFP’s), unique registration websites (use of multiple languages, class rotations, multiple sessions, voucher process, etc.), on-arrival event check-in, build and support mobile apps, surveys, event budgeting, custom reports, etc.
Define meeting and event needs for programs working closely with Strategic Business Units (SBU’s), senior division management and all-level corporate clients.
Negotiate contracts with suppliers for all aspects of meetings and events including catering, lodging, transportation, speakers, entertainment, etc.
Communicate meeting and event information to all levels of enterprise management/clients, field staff, dealers, customers and suppliers.
Manage and direct services provided by contracted suppliers.
Supervise and provide day to day work direction to a team of professional staff; primarily in the context of work needed against project plans.
Reconcile meeting/event budgets and post-event reporting
What Skills You Need (must Have)
2+ years planning and organizing corporate events
Experience working with hospitality industry
2+ years Customer service frontline face-to-face experience
Project management experience working with complex projects
Supply Management experience such as negotiation and sourcing
Ability and willingness to travel up to 25%
What Makes You Stand Out (nice to have)
Other areas of experience or interest that will help us place you on the right team include:
Registration system programming skills necessary to create and maintain Cvent web-based applications
Experience working in a team environment
1+ years accounting experience (budgets, invoicing, etc.)
Certified Meeting Planner (CMP) Certification (or certification in process)
Additional Notes
- This team is working a hybrid schedule 2 to 3 days/week in office
- Fully remote candidates will not be considered for this position
- This position does require periodic travel approximately once every 6 weeks
- Recent college graduates will be considered if they have a background in the Hospitality Industry, or have a Hospitality related degree
Cube Hub Inc.