General Staff Jobs

Executive/Personal Assistant to CEO

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

Come work in the entertainment industry!

Location – Santa Monica, In Person

Contract Length – 2 months

Pay – 25/hour

Duties:

• Receive and screen incoming calls

• Update and maintain calendars

• Coordinate travel – provide a folder complete with all travel confirmations and itineraries before your manager leaves for a scheduled trip; all info should be reflected in calendar • Organizing and submitting managers expenses

• Manage and oversee department quarterly budgets including process invoices and set up vendors

Connect artist phone interviews

• Organization of all Republic Grammy submissions including documents sent to artist camps with submission recommendations

• Assist with the creation and organization of press materials including: bios, press reports, press kits, media alerts, press releases, event/show invitations, press photos, artwork

• Responsible for organizing and maintaining department calendars/documents including: Media Events, Dark Dates, TV Schedule

• Press Clippings: Research, organize and distribute companywide media alerts detailing artist press coverage

• Update Republic media contact lists

• Compiling and oversee guest lists for shows and events

• Pitch regional media for artists on tour if/when instructed to

Skills: – Ability to interact comfortably and effectively with employees of the company at all levels including Senior Management – Ability to interact comfortably and effectively with external partners – Strong administrative, organizational and creative skills – Strong computer skills are a plus – understanding of Microsoft Office and basic audio/video formats is essential – Ability to work under high pressure and speed – Great social and interpersonal skills – Ability to keep information highly confidential – Must be flexible and able to multi-task – Passion for pop culture and entertainment knowledge is critical – 1-2 years of marketing and/or administrative experience. – Experience supporting more than one senior executive is preferred.

24 Seven Talent

We have an exciting opportunity for a Jr. Clerical Assistant to join our growing DO&CO Family within our New York, JFK unit.

In case you don’t know who we are:

We have a passion for hospitality culinary delights on every banquet floor and in the sky. With the three business segments of Airline Catering, International Event Catering, and Restaurants, Lounges & Hotels, DO & CO offers gourmet entertainment all over the world. We operate in 32 locations, 12 countries and 3 Continents, maintaining the highest standard of quality in both our products and services. We refine the classics, develop the unknown and grow constantly – sometimes beyond our own expectations.

A day as an Jr. Clerical Assistant:

• Track probationary periods of new hires and follow up with Managers on status as needed.
• Communicate with employees, and other individuals to answer questions, disseminate or explain information.
• Assist staff with attendance, payroll, benefits, and general inquiries while working towards resolving any differences with HR and Payroll. Review and adjust employees and temps’ punches for department.
• Keep track of trialing employees’ hours, informing Recruitment of trial progress.
• Monitor employee breaks and report related issues to line managers.
• Provide general support for guests during site visits and audits.
• Liaison between employees, Chefs, HR, and Payroll. Schedule repair of kitchen equipment and machinery as needed. Maintain inventory supplies needed for department.
• Assist in food tasting meeting and submit food tasting reports and photos as needed. Assist in processing and preparing documents, such as expense reports.
• Prepare meeting agendas, attend meetings, and record minutes.
• Distribute incoming mail correspondences for Dept.
• Maintain production staff contact list. Data entry of production staff and Temp staff schedule in payroll system.
• Maintain filling system for all kitchen paperwork, forms, training, and refresher training documents.
• Assisting in arranging staff travel incl. flight, hotel, rental car bookings. Perform other related activities and tasks as assigned by the management.
• Comply with all food safety and hygiene regulations as stated in the food safety management system handbook.
• Report problems with the food safety management system to their manager and FS/QA team.
• Maintain Knife Room organization and check adherence with Sharps policy, Police employees on conformance with the policy.

Who you are:

• Ability to work independently and in a fast-paced, challenging environment.
• Outstanding communication and customer service skills.
• High organizational skills and the ability to prioritize tasks.
• Ability to multi-task and work well in a fast-paced environment.
• Hands-on approach.
• Flexibility to work different shifts, weekends & Holidays as needed.
• Excellent planning and coordination skills.
• Strong communication skills.
• College degree preferred.
• 1-2 years of experience in related administration field.
• Excellent computer skills (Microsoft Outlook, PowerPoint, Word, and Excel)

What we offer:

• Health Care + 401K. Full-time employees are eligible for full benefits; Medical, Dental & Vision.
• A wonderful workplace to call home, events, and fun colleagues.
• A business where you can have a real impact, we’re not afraid of new ideas!
• Genuine career development opportunities, both nationally and internationally.
• The opportunity to work with and represent one of the most innovative players in the luxury global gourmet entertainment market.

Diversity & Inclusion statement

We want everyone to feel welcome, respected and we are committed to providing the best space, experience, and workplace for our teams – no matter what race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status and all the other fascinating characteristics that make us different and makes you. That’s what makes our team so special.

DO & CO AG

Position: Executive Assistant

Location: Petaluma, CA

Salary: $80k – 90k + Bonus

Successful Entertainment company is seeking an Executive Assistant to join their team!

RESPONSIBILITIES for Executive Assistant

• Answer phones and place calls from the Executive office
• Arrange meetings, virtual and in-person, and conference calls Maintain and coordinate business calendar and industry contact information using Outlook and iCloud
• Make travel arrangements – flights, hotels, and rental cars
• Keep travel documents up-to-date and arrange visas, if needed
• Prioritize special projects and industry events
• Provide general administrative support to other offices, as needed
• Tracking and compiling information for internal memos
• Prepare monthly expense reports and absentee reports
• Manage petty cash, office supplies, subscriptions, etc. and write checks
• Keep up with insurance policies, license renewals, vehicle registration
• Experience in shipping, mailing and online ordering
• Coordinate maintenance for the property, including residence and landscaping personnel
• Schedule services and repairs with vendors and approve billing

QUALIFICATIONS for Executive Assistant

• A minimum of two years’ experience as an Administrative Assistant
• Any second language is an asset
• Proficiency in MS Word, Excel, Outlook, Photoshop, PowerPoint, and online research

Addition Management

Innovative and renowned creative firm seeks an experienced Executive Assistant to provide exceptional right-hand support to a C-Suite executive.

Location: Los Angeles, CA

Compensation: $150k-$170k, DOE

Responsibilities: Managing extensive calendars, scheduling meetings across time zones, maintaining high-level email and phone correspondence, arranging high-volume private travel (including domestic and international logistics), generating expense reports, creating and distributing meeting materials, regularly interfacing with high-profile clients and business contacts, and providing personal assistance as needed.

Please note: this is a 24/7, on-call position based out of the Los Angeles office 5 days a week.

Perks: Generous base salary, strong benefits package, an inspiring team of colleagues, and endless opportunities to work with incredible leaders within the creative industry.

Qualifications: Prior experience supporting a C-level executive within the entertainment or music industries. Superb communication skills, exceptional attention to detail, top-tier multitasking abilities, and a commitment to the utmost confidentiality will be crucial for success.

Apply today if interested and qualified. No calls, please.

Administrative Recruiting Firm

Our client, an entertainment company, is looking for a Temporary Executive Assistant to support their CEO and President. This is an incredible opportunity for someone to join an amazing company and work alongside the best in the business.

This is an ongoing temporary assignment starting asap, with the potential to extend and could later convert to permanent for the right fit.

Location: Midtown West

*Fully Onsite

Responsibilities:

• Serve as first point of contact to the Executive
• Maintain appointment schedule; planning, updates, and notifications as necessary
• Answer all incoming calls; take and log messages as needed; ensure that messages are accurate and delivered in a timely fashion
• Foresee and/or manage risk, conflicts, and problem areas
• Ensure that reports are effective, provided on a timely basis and subject to rigorous standards
• Arrange all travel plans
• Manage incoming mail and correspondence
• Process expense reports, ensuring that the correct coding is used; resolve payment issues
• Create and maintain effective electronic filing system

Qualifications:

• Strong verbal and written communication skills
• Ability to maintain confidentiality
• Ability to self-motivate and work with limited supervision
• Exceptionally strong skills working in MS Outlook, MS PowerPoint, MS Excel
• Ability to handle confidential information

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

Confidential

We have an exciting opportunity for a Jr. Clerical Assistant to join our growing DO&CO Family within our New York, JFK unit.

In case you don’t know who we are:

We have a passion for hospitality culinary delights on every banquet floor and in the sky. With the three business segments of Airline Catering, International Event Catering, and Restaurants, Lounges & Hotels, DO & CO offers gourmet entertainment all over the world. We operate in 32 locations, 12 countries and 3 Continents, maintaining the highest standard of quality in both our products and services. We refine the classics, develop the unknown and grow constantly – sometimes beyond our own expectations.

A day as an Jr. Clerical Assistant:

• Track probationary periods of new hires and follow up with Managers on status as needed.
• Communicate with employees, and other individuals to answer questions, disseminate or explain information.
• Assist staff with attendance, payroll, benefits, and general inquiries while working towards resolving any differences with HR and Payroll. Review and adjust employees and temps’ punches for department.
• Keep track of trialing employees’ hours, informing Recruitment of trial progress.
• Monitor employee breaks and report related issues to line managers.
• Provide general support for guests during site visits and audits.
• Liaison between employees, Chefs, HR, and Payroll. Schedule repair of kitchen equipment and machinery as needed. Maintain inventory supplies needed for department.
• Assist in food tasting meeting and submit food tasting reports and photos as needed. Assist in processing and preparing documents, such as expense reports.
• Prepare meeting agendas, attend meetings, and record minutes.
• Distribute incoming mail correspondences for Dept.
• Maintain production staff contact list. Data entry of production staff and Temp staff schedule in payroll system.
• Maintain filling system for all kitchen paperwork, forms, training, and refresher training documents.
• Assisting in arranging staff travel incl. flight, hotel, rental car bookings. Perform other related activities and tasks as assigned by the management.
• Comply with all food safety and hygiene regulations as stated in the food safety management system handbook.
• Report problems with the food safety management system to their manager and FS/QA team.
• Maintain Knife Room organization and check adherence with Sharps policy, Police employees on conformance with the policy.

What you will be doing:

Provide support to unit management and Administrative Assistant to ensure an efficient operation of the office, while supporting employees through a variety of tasks related to organization.

Who you are:

· Ability to work independently and in a fast-paced, challenging environment.

· Outstanding communication and customer service skills.

· High organizational skills and the ability to prioritize tasks.

· Ability to multi-task and work well in a fast-paced environment.

· Hands-on approach.

· Flexibility to work different shifts, weekends & Holidays as needed.

· Excellent planning and coordination skills.

· Strong communication skills.

· College degree preferred.

· 1-2 years of experience in related administration field.

· Excellent computer skills (Microsoft Outlook, PowerPoint, Word, and Excel)

What we offer:

· Estimated pay range: $20.00 – $25.00/hourly.

· Health Care + 401K. Full-time employees are eligible for full benefits; Medical, Dental & Vision.

· A wonderful workplace to call home, events, and fun colleagues.

· A business where you can have a real impact, we’re not afraid of new ideas!

· Genuine career development opportunities, both nationally and internationally.

· The opportunity to work with and represent one of the most innovative players in the luxury

global gourmet entertainment market.

Diversity & Inclusion statement

We want everyone to feel welcome, respected and we are committed to providing the best space, experience, and workplace for our teams – no matter what race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status and all the other fascinating characteristics that make us different and makes you. That’s what makes our team so special.

DO & CO AG

A successful entertainment management company that was founded 12 years ago is looking for an Executive Assistant to support the Founder. The role is in office with some flexibility to work remotely when the Founder is traveling. Experience working in a creative industry a big plus. The office has a 15 employees and a casual vibe. Dogs come to the office and the dress code is casual

About the Job:

¨ Review potential clients and opportunities and make recommendations

¨ Interact with clients

¨ Be the point of contact with artist’s managers

¨ Review contracts

¨ Screen incoming phone calls delivering detailed, timely messages to the appropriate parties

¨ Maintain an ever-changing calendar

¨ Schedule internal and external meetings

¨ Coordinate complex travel arrangements including flights, visas/passports, cars, hotels, and other reservations

¨ Vet and prioritize the Founder’s emails and respond on his behalf

¨ Put systems in place

¨ Process expense reports

About You:

¨ Minimum of 5 years of experience in a related support position

¨ BA/BS from a college or university a plus

¨ Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨ Experience working in a creative industry a big plus.

¨ Interest in and knowledge of the music scene a plus

¨ Dynamic and proactive comfortable in a fast-paced environment.

¨ Proactive go-getter; no task is too big or too small

¨ Outstanding communication skills

Hours 10-6

C-SUITE ASSISTANTS

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

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
• Booking travel, both international and domestic
• 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