General Staff Jobs

Top entertainment firm based in Los Angeles is searching for an Executive Assistant to join their team. The ideal candidate will demonstrate excellent prioritization skills, practice the utmost discretion, and serve as a true “right hand” and gatekeeper to a C-Suite executive.

The Executive Assistant will manage the following…

• Maintaining a complex calendar and scheduling meetings across time zones
• Arranging extensive global travel, including private travel
• Rolling a high volume of phone calls and handling correspondence
• Preparing expense reports and meeting materials
• Organizing and responding to email correspondence
• Liaising with high-level clients and business contacts frequently
• Providing personal assistance
• Administering ad hoc admin and project support

This is a 24/7, on-call position that is based out of the office five days a week, with the flexibility to work a hybrid schedule when the executive is traveling.

Prior experience supporting a C-level executive within entertainment is required for consideration.

Company will offer a generous base salary ($150k-$170k, DOE), stellar benefits package, and special opportunities to interface with some of the best and brightest in the industry.

Qualified and serious applicants only.

Administrative Recruiting Firm

Facilities Manager- SEA LIFE Minnesota

Keep the EXCITEMENT alive every day at SEA LIFE Minnesota at Mall of America as our Facilities Maintenance Manager!

​About the Role

The Facilities Manager is a vital role, responsible for planned and reactive maintenance throughout the attraction to ensure the day-to-day operation is running smoothly, safely, and efficient. With a team of technicians, you will be responsible for ensuring adequate coverage is on site during all opening times to maintain all aspects of the attraction including the tanks, equipment, machinery, life support systems, special projects and all facility needs. Compensation for this opportunity is starting at $75,000 annually.

Your Responsibilities will include:

• Leading and conducting maintenance and repair of HVAC, electrical, plumbing systems, aquarium tanks and life support systems.
• Managing routine and reactive maintenance of buildings and infrastructure, adhering to all mandatory and best practice schedules.
• Developing and driving the annual maintenance plan.
• Collaborating with various departments such as Operations, Admissions, Retail, and Displays to support all facility-related aspects.
• Ensuring the attraction operates safely and securely at all times.
• Completing documentation for safety checks, inspections, repairs, and maintenance work.
• Undertaking necessary training and development activities.
• Demonstrating a guest-centric approach, assisting and interacting with guests to enhance their experience.
• Upholding the company’s values, mission, and vision.
• Maintaining written safe working practices and risk assessments for all maintenance and facilities activities.
• Perform other duties as assigned

Qualifications and Experience:

To be successful in this role, you should have

• Experience in maintenance, preferably holding a professional qualification in a mechanical or electrical field.
• ​Experience in maintaining a variety of equipment, including life support systems, tanks, water quality, and general facilities tasks.
• 3-5 years of managerial experience in a technical environment.
• Experience in a guest-centric service industry is preferred.
• The ability to thrive in high-pressure and stressful situations.
• Proven ability to handle multiple projects simultaneously and multitask effectively.
• Flexibility to work various shifts, including days, nights, weekends, holidays, and special events.

**Note: SCUBA certification is helpful but not required. Experience with animal procedures and transport is a plus.

Knowledge, Skills, and Abilities:

Candidates should possess the following

• Bachelor’s degree in biology, marine science, hydraulic engineering, or a related field or an equivalent combination of education and experience.
• 4+ years of experience with water filtration systems, including water quality testing and maintenance.
• Experience with fluid dynamics, pumping, and HVAC systems.
• Knowledge of PVC pipe bonding best practices and computerized building automation control systems.
• Strong oral and written communication skills and organizational abilities.
• The ability to repair and replace pipes, pumps, and other water filtration systems.
• Familiarity with basic hand tools, light power tools, and motorized equipment.
• Budget management skills and the ability to create purchase orders.
• Valid driver’s license.
• Current CPR certification is a plus.

Physical Requirements:

• Lifting and moving objects up to 50 pounds (100 pounds with two-person lift).
• Pushing and pulling up to 68 pounds.
• Shoveling up to 10 pounds.
• Working in confined spaces.
• Standing, walking, climbing steps/ladders, kneeling, bending, and squatting.
• Tolerating odors, heat, high humidity, and potential zoonotic diseases.
• Working with animal immobilizations and controlled substances.

About the Perks

In return you will find a competitive salary and benefits package (including a medical, vision, dental, life insurance and 401(k) matching plan offering) and free entry to all of our Merlin attractions which also extend to family and friends. In addition, you can expect continued growth of joining an exciting, global organization.

Everyone Matters at Merlin.

At Merlin we welcome the world to our magical attractions and resorts every day and we want to reflect that same multicultural mix inside our business too. We strive to create an inclusive and diverse workplace where people can be themselves, have the same opportunities and thrive together. Because at Merlin, everyone matters! Together, we work to create a workplace where everyone feels valued, no matter their age, race, gender, disability or sexual orientation. Although we understand that we’ll always be learning and growing, we aim to be the most inclusive and flexible employer in our industry.

We want to ensure that everyone has the opportunity to perform their best at interview, so if you have any additional requirements due to ill health or a disability, please contact our friendly team to have a discussion. You can get in contact at [email protected].

Merlin Entertainments

ROLE:

Executive Assistant Coordinator (Music Videos)

ABOUT THE COMPANY:

We’re a hybrid production company whose work transcends the boundaries between branded entertainment, music, and short and long form film and television projects. With extensive backgrounds in award-winning brand content, music videos, experiential and interactive storytelling, the company is continually recognized for cultivating talent and developing and producing high-end entertainment for an array of global clients.

GENERAL RESONSIBILITIES AND EXPERIENCE: 

Our perfect candidate will be passionate about Music Videos and short form production, thrives in high pressure environments, processes tasks quickly with precise detail, is extremely driven and organized, self-sufficient, has an outstanding work ethic and most importantly, has real “working” entertainment experience within a production or commercial environment.

•       Support all administrative tasks for an extremely busy Executive Producer (maintaining a calendar, scheduling meetings, updating and maintaining contacts, generating and distributing reports, processing invoices and expense reports, and arranging complex and detailed travel plans and itineraries).

•       Manage Music Video crew holds/crew lists. 


•       Job research and bid support 
(while learning bidding/bid smaller jobs). 


•       Manage Music Video drop box database (production files/wrap). 

•       Provide production support on in house led projects.

•       Manage and keep start up package forms current. 


•       Track, maintain, and update directors preferred crew. 


•       Confirm awarded budget and create award form. 


•       Attend Start Up/Wrap Meetings. 


•       Get bid specs, contract, NDA , budget and complete link to teams.

•       Production support – Rental Agreements, AHA. 


•       Oversee Production teams. 

•       Send out Music Video award emails / forms.

•       Work with Production Supervisor on sending job links.

•       Work with Production Supervisor on insurance check list, deal memos and agreements.

•       Keep Music Video crew sheet and rates updated.

BASIC QUALIFICATIONS: 

Minimum of 3 years of working experience in production. This is not an entry level role.

ADDITIONAL QUALIFICATIONS: 

•       Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel)

•       Strong working knowledge of drop box and Google Suite

•       Excellent analytical, verbal, writing/drafting, presentation, organizational, and negotiation skills

•       Strong emotional, social, and cultural intelligence

•       Ability to build relationships in a professional and inclusive manner

•       Drive to think creatively and proactively on strategy, innovation, workflow, risk, and problem-solving

•       Takes initiative, skilled in prioritizing and managing tasks in a fast-paced environment

COMPENSATION: 

The annual base salary for this position is in the range of $48,000-$58,000. This position also is eligible for overtime, benefits and discretionary bonus. Ultimately, the salary may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please speak with our Head of HR to learn more.

EXPERIENCE:

•       Entertainment Production 3+ years

LOCATION:

This is not a REMOTE nor a HYBRID position. This role is an 100% in office role, out of Culver City.

BENEFITS:

•       Health insurance

•       Dental and Vision insurance

•       401(k) plan

•       Vacation, Personal Days and Sick days

•       Paid Company Holidays

•       Healthy selection of snacks, drinks and breakfast options

INDUSTRY:

·       Entertainment

EMPLOYMENT TYPE:

·       Staff – Full-time (Mon-Fri 9am-6pm) due to the nature of working in physical production and the extremely fast pace of short format (Music Videos) a candidate must understand and be ok with the fact that OT will be required.

FINAL THOUGHTS:

·       Please only apply if you fit the above criteria, as we’re moving quickly with this targeted search and as such, will only be responding to candidates that we feel are a strong fit the role.

Anonymous

Executive/Personal Assistant to a Sports and Entertainment Icon

Leading CEO who is an iconic mentor has an immediate need for an extraordinary right arm. The ideal candidate will have a minimum of 10 years’ experience supporting at the C-level. This is an incredible opportunity for a true task master who is exceedingly strong with domestic and international travel, well-experienced in working in multiple time zones and complex calendar management. A proactive approach, top technical skills and a proven track record of problem-solving will all be key to being truly successful in the position. Seeking someone with strong communication skills, both written and verbal along with a natural EQ ability, who is interested in a long-term growth opportunity working alongside a creative icon.

What we’re looking for:

• 10+ years of experience in C-level support, stability and strong tenure is a must
• 24/7 mindset, with an interest in learning, being constantly busy and stimulated
• Extensive scheduling and calendar management experience
• Meticulous attention to detail and organization
• Exceptional written, verbal, and interpersonal communication skills
• Ability to prioritize and adapt to shifting priorities in a fast-paced environment
• Dependable and resourceful with strong follow-up
• Outstanding time management and multitasking abilities
• Team-oriented with strong collaborative skills
• Proficiency in Microsoft Office Suite

*This role requires all employees to be onsite 5x a week in Los Angeles, CA; local candidates, please apply only.

Confidential

Top Entertainment Firm has an immediate opening for an Executive Assistant. The ideal candidate will have an assertive approach and be well-versed in creating organization and flourishing in a fast-paced, creative work environment. This is an excellent opportunity for someone interested in working alongside a close-knit, experienced and talented team in their day-to-day initiatives in supporting a top Executive.

Responsibilities:

• Manage a complex calendar involving detailed travel coordination and planning
• Handle all communication for the principal’s business and personal affairs
• Establish strong relationships with key internal and external partners

The ideal candidate:

• 5+ years of experience of experience supporting C-Suite executives
• Demonstrated professionalism and ability to handle several competing tasks
• Project coordination and scheduling experience
• Outstanding communication and organizational skills
• Independent and effective decision-making skills
• Highly adaptable and discreet workstyle, with a calm and professional demeanor
• Willing to be on-site 5 days/week

This role is based on-site in Los Angeles, CA; local candidates, please apply only.

Career Group

**Contract position**

Overall purpose of role

To provide full secretarial support and be the Committee Scheduler in Banking Capital Markets.

Key Accountabilities

 Provide a high level of administrative support to investment banking teams (8+ people)

 Schedule and coordinate meetings/events, maintain busy appointment calendars.

 Answer, screen, and route telephone calls; respond to inquiries from internal and external clients and

liaise with senior level individuals throughout the Firm.

 Create, maintain, and access files.

 Act as back up for other assistants in the office

 Handle correspondence, including drafting replies and composing letters and memos.

 Arrange and coordinate travel schedules and reservations, including flights, hotels, ground

transportation, etc.

 Prepare and track expenses

 Use independent judgment to achieve defined results, e.g. screen and route telephone calls and

manage heavy scheduling, with minimum guidance

 Handle special projects as they arise.

Decision-making and Problem Solving

 Calendar management

 Working within the policy ensuring guidelines are followed when booking travel

 Ensuring all Compliance approvals met for any bankers Cross Border travel

 Ensuring all Compliance approvals met for all client entertainment

 Expenses – ensure corp cards are expensed within the deadlines and no past dues recorded

Desirable skills/Preferred Qualifications:

 High energy level.

 Positive attitude.

 Ability to work well under pressure in a fast-paced, demanding environment.

•  Flexible; adaptable; team player.

Randstad Sourceright

As the Executive Assistant, you will provide administrative support to the President of Big Loud Rock in Los Angeles, CA. This is an exciting role where you will support the daily operations of the label by providing excellent customer service and executive administrative support.

What you’ll do:

• Manage the executive’s calendar, including day-to-day scheduling, setting up meetings, conference calls, and heavy travel coordination
• Book travel, accommodations, car services; manage itineraries
• Stay one step ahead to anticipate the Executive’s needs
• Oversee the ordering of office supplies, snacks and more for the office
• Handle administrative duties for the Executive
• Process travel & entertainment expenses
• Order, set-up and break down food service for meetings
• Create and send internal/external company communication
• Create and maintain presentations and other project work as assigned
• Maintain a high level of professionalism and confidentiality
• Build trusting and productive relationships with artists, artist management teams, internal stakeholders across the company and external stakeholders across industry

What you have:

• Bachelor’s Degree and 2+ years of administrative experience
• Proficient with Google Workspace, Word, Excel, Concur and other office software
• Self-motivated, proactive, and resourceful
• Excellent follow-through and attention to detail
• Flexible – able to adjust to changing priorities, and able to multi-task
• Excellent customer service skills
• Excellent organization and time management skills
• Excellent knowledge of Google Suite and Microsoft Office Products
• Excellent writing ability, with the ability to flex to multiple audiences
• Passion for Rock Music with eagerness to grow within the music industry
• Talent Agency and/or Record Label backgrounds are a plus

More about the role:

This role is onsite in our Beverly Hills office, 4 days per week (M-Th). We have work from home, half-days on Fridays, all year long. We have great benefits, PTO plus generous holiday schedule, such as 4th of July Week off, and the last two weeks of December, and much more. Fully Paid Maternity Leave, 401k match and more.

Salary: 60k-65kk + Bonus

Exact salary within the range will be determined by your level of experience.

Big Loud Records

About The A List:

The A List is a full service, influencer and experiential global marketing firm, creating live and digital experiences, innovative strategies and campaigns for fashion and lifestyle brands.

Our mission is to inspire change and foster relationships across our network, organization and community. We believe in actively using our voice to create new opportunities for our clients to educate and participate in social, environmental and human rights issues.

About the Role:

The A List is seeking an enthusiastic and collaborative coordinator to the Special Projects and Events team. This is a great opportunity to join a fast-growing team and make a positive impact within the company. The role will include heavy scheduling, administrative support and coordinating in events and partnerships. An ideal candidate will be personable, calm and organized under pressure, have the ability to multitask and problem solve, and is eager to learn in a dynamic environment.

Roles + Responsibilities:

• Schedule meetings, calls and appointments and maintain calendars for the team
• Take detailed notes on any client calls and circulate to team
• Support on celebrity and digital influencer programs and events including (and not limited to) updating client status reports, placing orders for products, maintaining spreadsheets, ideating talent lists, working on site at events, booking travel & cars for talent, submitting invoicing, etc.
• Manage and update wrap reports and case studies (deck building) for the team
• Identify and keep up to date with social media trends
• Create and circulate newsletters to the entire team regarding industry news and upcoming film/music/tv releases
• Provide administrative support on special projects client accounts

Requirements:

• Entry level or 1 year entertainment coordinator experience
• Ability to make independent decisions on a daily basis, addressing the best way to handle specific tasks
• Organization and prioritization are the core elements of this position’s responsibilities. You must know how to keep yourself and others organized and how to prioritize tasks.
• Must possess strong writing skills and be proficient in a variety of styles, from creative to professional to technical to education and more.
• Knowledge of G Suite, Powerpoint, Canva, Adobe Illustrator and Photoshop
• Must be located in Los Angeles, CA

Please send resumes for the position to [email protected]

The A List

If you are an experienced and professional personal assistant that is looking to be a part of a company that sits in a category all its own, then this is your next great career opportunity!

Help manage the day-to-day activities and house operations of a high-profile family where every day is different, and trust and discretion are truly valued!

Govig – Your #1 full-service recruiting firm and your access to the best opportunities available has been exclusively retained by a top company in the entertainment industry to identify their PERSONAL EXECUTIVE ASSISTANT to the Owner/Executive Chairman.

Who they are.

Our client is the oldest and largest privately owned and operated company in the industry, with locations across the southwest. They are a renowned leader in quality, innovation, presentation and guest satisfaction. Along with their own program to support the not-for-profit sector, they have given back to the community by partnering with multiple non-profit organizations nationwide.

About the Position.

The Personal Executive Assistant will provide administrative and personal support to the owner/executive chairman. Responsibilities will include but are not limited to:

• Provides advanced personal and administrative support including answering phones, taking detailed messages, copying, scheduling, dictation and transcription, filing, faxing, emailing, ghost-writing correspondence as required, ordering supplies, processing invoices, mail opening and sorting, and coordinating business travel.
• Manages personal properties to include scheduling home maintenance/repairs, liaison with house staff, taxes, etc.
• Provides personal support including retrieves messages and faxes to home daily, party planning and coordinating vendors, running errands, researching, planning and assisting family and friends.
• Manages calendar to coordinate personal schedule and company meetings and events/appearances.
• Coordinates, plans and books all travel (including family/guests traveling together). Manages timeshares.
• Maintains and reconciles travel point accounts including hotels, airlines, and credit cards.
• Keeps executive leadership apprised of personal travel. Ensures owner/executive chairman is on time and prepared for company meetings and events/appearances.
• Maintain personal vehicles to include insurance, registration, etc.
• Maintains personal family donations including charitable and gifting.
• Manages gifts, message for personal and family contacts’ birthdays, special occasions, etc.
• Prepares meeting agendas and minutes.
• Coordinate personal accounting with outside firm.
• Review, sort, handle personal mail.
• Maintains database of all personal contacts.

What you need. To be successful in this role, the Personal Executive Assistant will have:

• High School diploma/GED and 15+ years of experience as a high-level personal executive assistant. Some college preferred.
• Dog lover
• Exceptional guest service skills a must.
• Diplomacy with other managers, peers and coworkers.
• Microsoft Excel, Word, Outlook, internet research. Access, PowerPoint, ACT! Database and Publisher preferred.
• Excellent written and verbal English communication skills.
• Able to work independently and/or cohesively with a team.
• Organized and detail oriented.
• Able to multi-task with efficient time management.
• Sets high standards for self while maintaining company standards, policies, and procedures
• Communicates effectively in writing and verbally to all levels of the organization and personal contacts.
• Maintains a professional attitude and demeanor. Demonstrates unimpeachable integrity and accountability. Communicates professionally in all circumstances.
• Maintains a professional working environment while setting a positive and professional example.

Have we sparked your interest? Ignite your career and apply today for a confidential conversation!

Govig & Associates

Our client, a top Entertainment law firm, is seeking a dedicated and experienced Executive Assistant / Legal Assistant to join their team to support a busy Partner with a VIP client roster. This is a multi-faceted role that requires an organized and diligent professional with strong communication and technical skills. You’ll engage heavily with VIP individuals and handle a range of highly sensitive and complex legal contracts, documents, and ensure timeliness and accuracy from start to finish.

The position will involve heavy client communication, email management, project coordination, facilitating the document review and contact process, 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. You’ll be in a very visible role with considerable responsibility which requires a top level communicator, someone passionate and knowledgeable about the entertainment industry and who truly enjoys being a go-to-resource.

Qualifications:

• Minimum of 5 years of experience in an administrative role within entertainment ( must have agency or studio experience in business/legal affairs)
• 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: 75K-80K base, plus overtime eligible, bonus, and 100% paid health benefits.

We offer a hybrid work schedule, 3-4x in office with 1-2 days work from home. This requires flexibility as needed should things change in office.

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/.

Career Group