San Francisco Casting Calls & Acting Auditions

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

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

We are seeking an organized and dependable person to join our team as Receptionist. Provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.

Will be supporting our client who is in the gaming/entertainment industry so a passion for that is a major plus!

Essential Functions

• Greet clients and visitors with a positive, helpful attitude.
• Assist clients and guests in finding their way around the office.
• Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.
• Assemble, maintain, ship and track equipment/materials.
• Assist with project billing with external vendors
• Prepare meeting rooms and coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off-site meetings, one-on-one meetings, etc.
• Assist with food orders, luncheon planning, and planning of other business related meetings as requested.
• Answering, forwarding, and screening phone calls.
• Sorting, distributing and processing mail.
• Help maintain the workplace by restocking supplies and managing supplies inventory
• Assist with a variety of administrative tasks including copying, taking notes, and making travel plans.
• Assist with overflow, special projects, assistant back-up coverage and day-to-day tasks.
• Other administrative and project duties, including organizing events, as requested.

Knowledge and Skills

• Must have excellent internal and external customer service skills
• Professional appearance and demeanor
• Ability to work individually and as part of a team; an intelligent and articulate individual who can relate to people at all levels of an organization and possesses excellent written and verbal communication skills
• Proficient in Microsoft Excel, PowerPoint, Word, and Outlook

Requirements

• 3 to 5 years of receptionist experience preferably in corporate environment

Flagship Facility Services, Inc.

We are seeking a proactive Office Manager to oversee our location in Los Angeles. Your primary responsibilities will include providing administrative support, managing office supplies, handling office-related tasks, and maintaining a welcoming and professional environment for our employees and visitors. Additionally, you will be responsible for managing the restocking of snacks and refreshments and assisting with ad hoc tasks assigned by the Director of Human Resources.

GENERAL RESPONSIBILITIES

• Serve as the face of the company, offering friendly service to visitors by greeting, welcoming, and directing them appropriately.
• Demonstrate a high level of professionalism in dealing with confidential and sensitive documents and information
• Maintain the reception area, break room, and conference rooms keeping them clean, and free of clutter per office procedures, and building rules, and regulations.
• Keep a fully stocked office, by ordering and organizing general office and break room supplies and maintaining inventory of stock.
• Liaise with property/building management and maintenance to schedule routine maintenance, and inform when office equipment or functions are malfunctioning, and need to be repaired.
• Operate and maintain a variety of office equipment and troubleshoot with IT as needed, including copier machine(s) per existing vendor and/or manufacturer contracts and agreements.
• Troubleshoot AV minor equipment issues, such as missing cables, simple hardware connectors, and plug-in for functional operations.
• Participate in the wellness/life/safety functions by scheduling required events.
• Ensure contracted services provided by outside vendors (cleaning services, food services, etc.) and building services (janitorial, parking, badging, interior and exterior furnishings, etc.) are meeting contract standards.
• Provide full back-up support to the Human Resources department as needed.
• Participate in special ad-hoc projects and perform other duties as assigned.

EDUCATION AND EXPERIENCE

• 3-5 years Facilities/Office Services role, preferably including 1-2 years in entertainment
• Proficient in Microsoft Suite (Outlook, Teams, Word, Excel, and PowerPoint).
• Excellent written and oral communication skills necessary to effectively collaborate with key stakeholders.
• Willingness to adapt to changing business needs and deadlines, including extended work hours when necessary.
• Comfortable with ambiguity and change and able to navigate large organizations with confidence.

This position is based in Los Angeles, CA on-site 5 days a week. Remote and/or hybrid will not be considered. Please only apply if you are located in Los Angeles, CA.

The estimated salary range for this position starts at $60,000.00 and includes medical/dental/vision/401k benefits. This represents the typical salary range for this position and is just one component of DWP’s total compensation package for employees.

Danny Wimmer Presents

We are seeking an accomplished and dedicated Personal Assistant / Family House Manager for an entrepreneur couple and their family. This multifaceted position will undertake a range of responsibilities with a distinctive blend of operations and administration across house management and personal family tasks. We are seeking a candidate who takes pride in the little details with a focus on ensuring that each day runs smoothly. This role requires someone highly organized, a relationship builder, and who enjoys wearing many hats. You will strategically coordinate operations and organization of the residence, helping with calendaring and family scheduling, booking travel, and working closely with contacts within the family environment as well as with outside vendors and crews. You’ll be entrusted with event coordination, facilitation of business vendor contracts, construction project management, and a range of other tasks as they come up.

The ideal candidate will be a true professional with a warm and “get-it-done” mentality, capable of effortlessly navigating both the demands of executive support and the intricacies of household management. This opportunity offers a unique chance to contribute to the operational harmony of an accomplished family while honing and showcasing executive-level competencies.

Responsibilities: The chosen candidate will undertake an integral role in ensuring the seamless operation of the household, as well as providing personalized assistance to the principals. Duties encompass a broad spectrum, including running errands and managing house tasks (working with vendors, staff, and construction projects), coordinating travel arrangements, orchestrating appointments, overseeing calendars, and facilitating entertaining endeavors like holidays and special events. Additionally, the individual will be entrusted with supervising vendors, communicating needs with housekeeping personnel, and maintaining the overall upkeep of the residence. Event coordination, management of business contracts and compliance, and travel management will be among the other pivotal duties entrusted to this role. You’ll also handle budgeting, payments and invoicing, with the aim to secure best prices and maintain budgetary goals.

Qualifications:

• A minimum of 3 years of demonstrated excellence in Executive/Personal Assistant or administrative capacities
• Tech-savviness and an affinity for research-driven tasks
• Proven adeptness in managing multifaceted tasks, with an aptitude for discerning priorities and executing with meticulous precision
• Background in house management, with a demonstrated capacity for maintaining a well-operated household
• Prior experience in providing support to high net worth families is a substantial advantage
• Valid driver’s license
• Pet friendly!

Salary Range is 70,000-75,000 base plus medical stipend for benefits.

Bonus eligible

You’ll also have PTO and a host of other perks.

You must be available to travel to the property onsite in the Ventura County Area 3x a week onsite and have car to run errands.

Confidential

We are seeking a dedicated and experienced Personal Assistant / Family House Manager for an entrepreneur couple and their family. This multifaceted role will undertake a range of responsibilities with a distinctive blend of administration across house management and personal family tasks. We are seeking a candidate who takes pride in the little details with a focus on ensuring that each day runs smoothly. This role requires someone highly organized, a relationship builder, and who enjoys wearing many hats. You will strategically coordinate operations and organization of the residence, helping with calendaring and family scheduling, booking travel, and working closely with contacts within the family environment as well as with outside vendors and crews. You’ll be entrusted with event coordination, facilitation of business vendor contracts, construction project management, and a range of other tasks as they come up.

The ideal candidate will be a true professional with a warm and “get-it-done” mentality, capable of effortlessly navigating both the demands of executive support and the intricacies of household management. This opportunity offers a unique chance to contribute to the operational harmony of an accomplished family while honing and showcasing executive-level competencies.

Responsibilities: The chosen candidate will undertake an integral role in ensuring the seamless operation of the household, as well as providing personalized assistance to the principals. Duties encompass a broad spectrum, including running errands and managing house tasks (working with vendors, staff, and construction projects), coordinating travel arrangements, orchestrating appointments, overseeing calendars, and facilitating entertaining endeavors like holidays and special events. Additionally, the individual will be entrusted with supervising vendors, communicating needs with housekeeping personnel, and maintaining the overall upkeep of the residence. Event coordination, management of business contracts and compliance, and travel management will be among the other pivotal duties entrusted to this role. You’ll also handle budgeting, payments and invoicing, with the aim to secure best prices and maintain budgetary goals.

Qualifications:

• A minimum of 3 years of demonstrated excellence in Executive/Personal Assistant or administrative capacities
• Tech-savviness and an affinity for research-driven tasks
• Proven adeptness in managing multifaceted tasks, with an aptitude for discerning priorities and executing with meticulous precision
• Background in house management, with a demonstrated capacity for maintaining a well-operated household
• Prior experience in providing support to high net worth families is a substantial advantage
• Valid driver’s license
• Pet friendly!

Salary Range is 70,000-75,000 base plus medical stipend for benefits.

Bonus eligible

You’ll also have PTO and a host of other perks.

You must be available to travel to the property onsite in the Ventura County Area 3-4x a week onsite and have car to run errands.

We are seeking an individual who is highly accountable, caring, organized, and proactive. You must have prior experience as a Personal Assistant, Nanny, or House Assistant in order to be considered.

Confidential

ADMINISTRATIVE ASSISTANT 

Company Overview

RARE GLOBAL is a leading management company to cultural movers, shakers, and changemakers — creators, artists, and entertainers who influence across fashion, beauty, and lifestyle.

Women-owned, Women-run, and Women-focused, Rare Global puts women and their stories at the forefront of digital media.

Rare Global offers high-level, comprehensive management; industry-leading expertise in content, competitive strategy and deal negotiation; and key relationships — with the vision of championing bold, female voices and unique human journeys. Our diverse client roster of media icons, industry trailblazers, and rising stars proudly reflects this deep investment in multiethnic, multicultural narratives and representation.

Rare Global talent is the standard in top-level collaboration with the world’s biggest brands like Google, Samsung, Skims, Fendi, Gucci, Maybelline, YSL, L’Oreal, and Supergoop.

Role Overview

The ideal candidate has a passion for YouTube, fashion, beauty and social media and has the ability to spot trends. They should be professional, flexible and detail-oriented. Must have the ability to work efficiently with the team in a fast-paced environment with high volume e-mail/workload.

The primary focus of this position is to provide administrative support to the the team. 

This is a hybrid position at our Beverly Hills, California location.  

Responsibilities

• Provide administrative support to Talent Managers and talent roster including filing, calendar coordination and taking meetings notes.
• Organize mail and client PR, as needed
• Daily input deal terms and details into CRM and accounting/tracker system 
• Maintain internal database regarding talent information, status of contracts and campaign status
• Create, update and maintain decks, presentations, case studies and progress sheets
• Design talent media cards and graphics for external-facing outreach 
• Create reports on current social media trends across Instagram, YouTube, TikTok, Facebook
• Prepare documents and submit invoices for finance department
• Create and coordinate office supplies and orders, as needed
• Participate in company-wide initiatives and activities

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 as this may change at any time with or without notice.

Requirements

• 1-2 years of administrative assistant experience in a related field (i.e. Talent Agency and/or Management, PR, Marketing and/or brand)
• Passion for social media and brands, with the ability to spot trends
• Creative knowledge of Adobe Acrobat, Adobe Illustrator, Canva and Photoshop
• Strong written, verbal, and visual presentation communication skills
• Excellent interpersonal skills; ability to interact with all personality types with flexibility and adaptability
• Ability to work efficiently in a fast-paced environment with a high-volume email/workload
• Proactive, organized, and detail-oriented work style
• Interest in developing talent relationships
• Working knowledge of Microsoft Office, G Suite, Zoom, Slack and Notion
• Experience using Instagram, YouTube, TikTok, Facebook, Snapchat, Pinterest, etc., with understanding of analytics related to these platforms
• Must live in Los Angeles, valid CA license and car required.

Benefits

• Medical insurance
• Generous PTO, paid holidays and sick time
• 401(k) retirement plan after 1 year
• Summer Fridays (end work at 3pm on Fridays year round)
• Lunch provided M and W
• Individualized mentorship and career mapping
• We give back through example via The Be Rare Foundation, which awards grants to aspiring women entrepreneurs pursuing mission-oriented projects across industries

Rare Global

An international trading company is seeking a Bilingual Japanese/English Sr. Administrative Assistant to join their team in Santa Clara, CA. This position is responsible for providing administrative and operational support to the GM. A bachelor’s degree, 2-3 years of executive or senior administrative experience, experience with internally handling MS Calendar and Teams Calendar, and the ability to speak, read, and write Japanese are required. This is a full-time, non-exempt, hybrid position (3 days in office) with excellent benefits and 401k.

Bilingual Japanese/English Sr. Administrative Assistant Duties:

• Managing full Outlook company calendar (MS Calendar and Teams Calendar)
• Communicating with top executives from HQ (both English/Japanese)
• Supporting external established professional networks
• Creating and updating presentation materials (external & internal facing presentations, press releases, etc.)
• Processing Outgoing mail (USPS/FEDEX)
• Collect and distribute Incoming mail
• Answer incoming calls to General office phone
• Processing expense reports as requested
• Prepare office related expense payment for submission to HQ – data entry
• Update routine reports (i.e. quarterly guarantee status) and submit to HQ
• A/P & A/R for all intercompany related bills/invoices
• Coordinating all Investment Committee sessions
• Completing monthly reports
• Set up Video Conferences meetings with internal and external parties
• Assisting with IT related problems with Conference rooms, etc. coordinate with HQ.
• Travel arrangements
• Make arrangements for all meetings, dinners, etc. as requested
• Planning and hosting various office events (dinners, etc) as needed (evenings required)
• General office/facility maintenance – keeping conference rooms in order, keeping kitchen and office supplies stocked
• Assisting in Monday All-Hands meetings co-ordination
• Creating and updating all inter-company service agreements
• Support rotational staff onboarding and relocation and other HR related administration

Bilingual Japanese/English Sr. Administrative Assistant Skills:

• Fluent in both written and verbal Japanese and English (required)
• 2-3 years of executive or senior administrative experience (required)
• Must have experience internally handling MS Calendar and Teams Calendar
• Advanced software skills (MS office suite, general software knowledge)

****If interested, please apply with your most updated resume including your minimum salary requirement and why you left/or are looking to leave your current company. ****

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Activ8 West- Los Angeles (Japanese Recruiting Company) Recruitment & Solutions / Renaissance Resources Inc., has been one of the leading recruiting firms in North America when it comes to working with Japanese Businesses for almost 20 years. We have offices in Los Angeles, Chicago, Atlanta, Texas, New Jersey and Canada. Our services are based on the needs of our clients, and we connect them with qualified candidates in the Automotive, Electronics, Food & Beverage, Logistics, Manufacturing, and Oil & Gas industries. With the recent expansion to California and the NYC/NJ area, our coastal offices have started working with clients in the Banking, Finance, and Entertainment Industries. We like to take the approach of working one on one with each of you to ensure that we have the best understanding of your background and what it is you are looking for in a career.

Please visit our website at www.activ8usjp.com >>> Click “Job Seekers” to see more jobs and register online!!!

Activ8 Recruitment & Solutions