General Staff Jobs

Executive Assistant to C-Suite

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), a 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

We are in need of an Assistant Manager to support the daily operations of the Project Coordinating Department. This position takes part in a leadership role and helps us a direct resource for anyone in the company with questions. This position helps with field sampling questions, laboratory analysis questions, and providing pricing, administrative, and/or billing questions. In addition, the position manages and oversees the day-to-day operations.

Benefits

Medical, Dental, Vision, Paid Vacation/Sick Time, 401k, various discounts on travel/entertainment/wellness/gym membership, etc.
Vert Environmental

Russell Tobin & Associates is seeking an Executive Assistant to support our client’s entertainment sector. This is an excellent opportunity to join a global e-commerce company. This is a 4-month contract role for qualified candidates local to New York City. Apply today for immediate consideration!

Job Title: Executive Assistant

Pay: $32.33/hour

Duration: 4 months (with a strong possibility of extension)

Schedule: Monday – Friday // 40hrs/week

Location: HYBRID – New York, NY (2 DAYS WFH)

Job Responsibilities:

• Complex calendar management and scheduling, effectively prioritizing amidst a flood of information and requests ensuring appropriate level of urgency is given
• Monitor/track Executive meetings, priorities and emails
• Manage travel and expenses, and all administrative support functions for this office.
• Managing multiple tasks and action items (documentation, follow up and preparation) for this office and its directs, ensuring appropriate and timely action on deliverables.

Qualifications:

• 7+ years of experience supporting senior management (Head Of’s, VPs, Senior VPs or CEOs)
• Ability to complete a high volume of tasks and projects with little to no guidance.
• Have impeccable attention to detail.
• Ability to make smart and timely decisions and react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Exceptional verbal and written communications skills, and the ability to switch gears at a moment’s notice.
• High levels of integrity and discretion in handling confidential information is a must.
• High degree of professionalism in dealing with senior professionals inside and outside the company is required.
• Excellent PC skills, including strong working knowledge of Microsoft Office and Outlook tools, as well as Airtable.
• High level Entertainment Desk experience required.

Education:

• High School Diploma; Bachelor’s Degree preferred

Russell Tobin & Associates offers benefit options to our employees after 60 days on assignment. Apply today for immediate consideration! #E2EADMIN

Russell Tobin

We are in need of an Assistant Scheduling Administrator to support the daily operations of the Project Coordinating Department. This position takes part in a leadership role and helps us a direct resource for anyone in the company with questions. This position helps with scheduling techs, field sampling questions, laboratory analysis questions, and providing pricing, administrative, and/or billing questions. In addition, the position manages and oversees the day-to-day operations. Sales experience is a plus!

Benefits Medical, Dental, Vision, Paid Vacation/Sick Time, 401k, various discounts on travel/entertainment/wellness/gym membership, etc.
Vert Environmental

Position: Administrative Assistant – Bilingual

Work Location: Miami, FL / Onsite role

Duration: 3-4 Months Contract

Entertainment Industry

• Bilingual (Spanish/English) with high proficiency in both oral and written is preferred. Preference for professional ability to translate written communications and/or documents (English to Spanish as well Spanish to English).

• Strong working knowledge of office management software applications (Microsoft Office) and ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, Travel requisition/Authorization System, SAP.)

Experience: 3+ years of administrative experience, preferably within a Fortune 500 company, 1+ year of experience within the media/entertainment industry is desired but not required.

Education: Associate Degree or equivalent experience required.

Responsibilities:

Calendars & Phone Coverage (40%): Cover executives’ phones. Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or videoconference details and ensure that all attendees receive an agenda prior to meeting as needed. Reservation of meeting and videoconference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.

Travel Arrangements & Expense Reports (30%): Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program. Consistent follow up to avoid changes in cost. Cost effective research. Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed. Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission. Collect receipts from Executives required at the end of each month or upon return from a business trip.

Purchase Order processing and approvals (10%): Process purchase orders in Ariba and SAP. Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner.

Translations/PowerPoint Presentations (10%): Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested. Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.

Miscellaneous duties and special projects as required (10%): Liaise with clients on a regular basis. Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed. Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request. Request computer needs, equipment, programs and loaners as needed. Liaise with assistants to executives of other divisions. Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Assist with researching, exploring, and implementing acquisition and business development opportunities.

ACL Digital

Job Title: Administrative Assistant III
Location: Santa Monica, CA, 90404
Duration: 3+ months contract with possible extension

Note: Position will be hybrid 3 – 4 days in the office, 1 – 2 from home, depending on the week.

Job Duties:
Position’s primary duties are to support the North American CFO, SVP of Finance, and VP/Controller of Commercial Services, with secondary duties to provide general departmental support to other Finance staff as required. The ideal candidate will come from music or entertainment, preferably within the finance or accounting areas. Previous experience supporting a high-level executive is required. Must be very efficient and highly detail-oriented; multi-tasking and working on tight deadlines in a high-pressure environment is crucial. No task is too small and no challenge too great. A “can-do” attitude and passion for the music industry are essential.
Responsibilities & Tasks

Primary Responsibilities (for CFO, SVP & VP/Controller)
Heavy calendar management (Outlook): arrange meetings and conference calls via telephone, Zoom, and email Participate in meetings as required Proactively prepare and remind executives for meetings Exercise discretion when patching calls, rolling calls, and interrupting meetings Coordinate and prioritize incoming verbal and email requests, including facilitating time sensitive signatures and approvals Prepare and process expense reports Book conference rooms and handle any associated food service, facilities or AV needs Book restaurant reservations, travel, accommodations, & car services as needed Additional administrative tasks as requested

Secondary Responsibilities (General Departmental Support)
Work closely with other assistants to facilitate general workflow Serve as cashier for in-house check printing for Santa Monica office Organize guest spaces and handle needs for internal and external finance guests visiting Santa Monica office Arrange meetings for other finance staff as requested Promptly address any IT or Facilities issues Maintain and order office supplies Maintain finance distribution lists and familiarity with general finance staff Serve as point person for finance questions coming from non-finance staff Point person for department goal setting system – work closely with People Development team to facilitate Other projects as assigned

Skills:
Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management, as well as external contacts 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 organization and time management skills Excellent written and verbal communication Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products, in particular Excel and Powerpoint

Keywords: Education:
Bachelor’s degree required
Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality.
Experience supporting more than one executive.
Past experience with departmental management preferred.
Administrative experience in music, entertainment, accounting or finance is highly preferred.

Skills and Experience: Required Skills:

• EXCEL, FINANCE, MICROSOFT OFFICE, DETAIL-ORIENTED
• EXCELLENT WRITTEN AND VERBAL COMMUNICATION SKILLS MICROSOFT POWERPOINT Additional Skills:
• EXCELLENT WRITTEN, TIME MANAGEMENT, SELF MOTIVATED, WORKFLOW
• OFFICE SUPPLIES, ARRANGE MEETINGS, ZOOM, ACCOUNTING, ADMINISTRATIVE TASKS

TalentBurst, an Inc 5000 company

WizeHire is an award-winning platform that helps small businesses grow with a better way to hire. We are currently assisting a local customer source top talent to fill their Assistant position in Los Angeles, CA, US

Seeking a detail-oriented person to assist at a Los Angeles-based entertainment company. Duties would include handling phones (including rolling calls, managing call logs, etc.), scheduling, and making appointments/reservations/travel arrangements. Additionally, the candidate would be assisting in the day-to-day management of the office operations and should be willing to travel.

Special Skills And Qualifications Include

• Previous experience as an assistant, clerical work, or in a managerial position.
• Strongly proficient in Word, Excel, PowerPoint, and Outlook.
• Candidates should be extremely detail and goal-oriented, possess excellent interpersonal, written, and oral communication skills, clerical skills, organizational skills, time management skills, and an ability to exercise good judgment, show initiative, and be proactive, as well as have high standards of ethics and confidentiality to handle sensitive information.

Part-time, with the potential to grow full-time.

Candidates will not be considered if they do not include a cover letter with their resume.
WizeHire

Our client is a reputable Financial Services Firm in Manhattan looking for a Personal Assistant/Event Planner to join their team.

Principal Responsibilities:

• Manage complex and ever-changing calendars for executive(s) and family members
• Own the design and coordination of private events, including liaising with vendors and handling vendor-related proposals, menus and other event-related matters for the home
• Responsible for researching and updating lists of vendors including caterers, florists, entertainment, décor, gift ideas, restaurants and venues
• Plan/coordinate travel, including domestic and international, and create travel itineraries
• Coordinate schedules with drivers and/or family members
• Handle any/all relevant personal errands, including purchasing/coordination of gifts and annual events

Requirements:

• Minimum of 3 years of Events and Personal Assistance experience
• Highly responsive with a 24/7 mentality
• Bachelors Degree preferred

The annual base salary range is $110 to $220k. Actual compensation offered to the successful candidate may vary from posted hiring range based upon geographic location, work experience, education, and/or skill level, among other things. Details about eligibility for bonus compensation (if applicable) will be finalized at the time of offer.

Atlas Search

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

Job Title: Administrative Assistant II (support SVP)
Location:Onsite – Miami, FL 33131
Duration: 3 months
Pay rate: $25-32 / hr on W2
Job Id:23-01234

General Summary:

• The key purpose of this position is to provide administrative support to 3 executives.
• The Administrative Assistant is working with the Networks and Distribution team and is expected to be integrated at various levels with the processes and activities relating to the day-to-day operation of the department.
• The Administrative Assistant should have an enthusiastic interest in the entertainment business and a proactive willingness to take on various administrative responsibilities that is required to keep the operation running effectively and efficiently.
• Working within their team, the Administrative Assistant is the interface/liaison for the company to connect the operations with both internal and external contacts – vendors, service providers, clients, SPT Departments, etc.
• A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether supervisors are in or out of the office.

Experience:
3+ years of administrative experience, preferably within a Fortune 500 company,
1+ year of experience within the media/entertainment industry is desired but not required.

Education:
​ Associate Degree or equivalent experience required.

Responsibilities:
Calendars & Phone Coverage (40%):

• Cover executives’ phones.
• Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or video conference details and ensure that all attendees receive an agenda prior to meeting as needed.
• Reservation of meeting and video conference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.

Travel Arrangements & Expense Reports (30%):

• Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program.
• Consistent follow up to avoid changes in cost.
• Cost effective research.
• Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed.
• Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission.
• Collect receipts from Executives required at the end of each month or upon return from a business trip.

Purchase Order processing and approvals (10%):

• Process purchase orders in Ariba and SAP.
• Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner.

Translations/PowerPoint Presentations (10%):

• Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested.
• Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.

Miscellaneous duties and special projects as required (10%):

• Liaise with clients on a regular basis.
• Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed.
• Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request.
• Request computer needs, equipment, programs and loaners as needed.
• Liaise with assistants to executives of other divisions.
• Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Assist with researching, exploring, and implementing acquisition and business development opportunities.

Knowledge/Skills/Abilities:

• Bilingual (Spanish/English) with high proficiency in both oral and written is preferred. Preference for professional ability to translate written communications and/or documents (English to Spanish as well Spanish to English).
• Good judgment, dependability, integrity, and discretion are required.
• Track record of success and recognition in effectively carrying out administrative function.
• Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.
• Strong interpersonal skills with an ability to build effective relationships.
• Ability to work effectively in team environment, as well as individually.
• Ability to multitask and effectively function in an ever-changing business environment.
• Self-motivated individual who knows where to go to find answers to questions.
• Strong verbal and written skills to effectively handle business correspondence and communications.
• Represent *** Entertainment in a professional manner to internal and external contacts.
• Impeccable attention to detail and organizational/project management skills.
• Strong working knowledge of office management software applications (Microsoft Office) and ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, Travel requisition/Authorization System, SAP.)

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

Should you have any questions, feel free to call me at 650-984-7004 or send an email on [email protected]
LeadStack Inc.

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

Job Title: Administrative Assistant II (support SVP)
Location:Onsite – Miami, FL 33131
Duration: 3 months
Pay rate: $25-32 / hr on W2
Job Id:23-01230

General Summary:

• The key purpose of this position is to provide administrative support to 3 executives.
• The Administrative Assistant is working with the Networks and Distribution team and is expected to be integrated at various levels with the processes and activities relating to the day-to-day operation of the department.
• The Administrative Assistant should have an enthusiastic interest in the entertainment business and a proactive willingness to take on various administrative responsibilities that is required to keep the operation running effectively and efficiently.
• Working within their team, the Administrative Assistant is the interface/liaison for the company to connect the operations with both internal and external contacts – vendors, service providers, clients, SPT Departments, etc.
• A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether supervisors are in or out of the office.

Experience:
3+ years of administrative experience, preferably within a Fortune 500 company,
1+ year of experience within the media/entertainment industry is desired but not required.

Education:
​ Associate Degree or equivalent experience required.

Responsibilities:
Calendars & Phone Coverage (40%):

• Cover executives’ phones.
• Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or video conference details and ensure that all attendees receive an agenda prior to meeting as needed.
• Reservation of meeting and video conference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.

Travel Arrangements & Expense Reports (30%):

• Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program.
• Consistent follow up to avoid changes in cost.
• Cost effective research.
• Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed.
• Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission.
• Collect receipts from Executives required at the end of each month or upon return from a business trip.

Purchase Order processing and approvals (10%):

• Process purchase orders in Ariba and SAP.
• Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner.

Translations/PowerPoint Presentations (10%):

• Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested.
• Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.

Miscellaneous duties and special projects as required (10%):

• Liaise with clients on a regular basis.
• Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed.
• Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request.
• Request computer needs, equipment, programs and loaners as needed.
• Liaise with assistants to executives of other divisions.
• Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Assist with researching, exploring, and implementing acquisition and business development opportunities.

Knowledge/Skills/Abilities:

• Bilingual (Spanish/English) with high proficiency in both oral and written is preferred. Preference for professional ability to translate written communications and/or documents (English to Spanish as well Spanish to English).
• Good judgment, dependability, integrity, and discretion are required.
• Track record of success and recognition in effectively carrying out administrative function.
• Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.
• Strong interpersonal skills with an ability to build effective relationships.
• Ability to work effectively in team environment, as well as individually.
• Ability to multitask and effectively function in an ever-changing business environment.
• Self-motivated individual who knows where to go to find answers to questions.
• Strong verbal and written skills to effectively handle business correspondence and communications.
• Represent *** Entertainment in a professional manner to internal and external contacts.
• Impeccable attention to detail and organizational/project management skills.
• Strong working knowledge of office management software applications (Microsoft Office) and ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, Travel requisition/Authorization System, SAP.)

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

Should you have any questions, feel free to call me at 650-984-7004 or send an email on [email protected]
LeadStack Inc.