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Executive Assistant Positions | Fortune 500 Companies | (Temp/Temp- to -Perm) | $30-40 an hour | Los Angeles, CA

Our Top Clients within the Entertainment, Creative, and Finance industries are seeking Executive Assistants on a temp and temp-to-hire basis to join their team in Los Angeles, California.

These are client-facing roles, where you will be taking on a variety of administrative projects, providing support to Senior Leaders and C-Suite Executives.

Responsibilities:

• Provide high-level administrative support and assistance to assigned leadership staff
• Manage and maintain logistical aspects including heavy scheduling, calendaring, and supporting internal and external meetings as necessary
• 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

Construction Project Manager

Location: Gardena, CA (office 5 days a week)

Hamilton Porter has teamed up with one of the largest design-build contractors in California, over 25 years of business serving the southern California region. Supporting the HVAC and Plumbing Engineering needs across Aerospace (ex: Jet Propulsion Lab), Education (ex: Loyola Marymount & Cal State Long Beach) , Entertainment (Ex: Sony Pictures & Disney Studios), Hospitals, (ex: Cedars-Sinai, Beverly Hills) and Transportation (Ex: New LAX project).

Seeking a Project Manager to oversea commercial HVAC and Plumbing construction projects.

Responsibilities

• Demonstrate extensive knowledge of commercial HVAC, Plumbing and/or Piping systems
• Oversee all aspects of construction projects from planning through project delivery
• Establish project objectives, completion milestones, procedures and performance standards
• Involve our Safety Director and Field Leaders early and often to ensure our jobsites, employees and project partners remain safe at all times
• Set-up a workable schedule for job cost control, labor, material, equipment and subcontractors
• Set-up a pre-planning meeting with internal project stakeholders
• Work with Purchasing Department on all equipment and material buyout
• Work with Project Team to ensure job drawings and change orders are up to date
• Manage financial aspects of the contract, including but not limited to: financial forecasting, manpower forecasting, job cost tracking, preparing monthly billings, etc.
• Meet or exceed gross profit goals stated in project budget
• Interface with subcontractors, engineers, city and county officials and clients as required
• Establish and maintain relationships with clients, win additional work
• Communicate effectively and professionally with clients, labor, vendors and subcontractors

Qualifications

• College degree in a construction-related field or relevant Project Management industry experience
• Knowledge of the mechanical construction business, including estimating, scheduling and cost control, general knowledge of code requirements, ability to read blue-prints, budget preparation, negotiation skills
• Computer proficiency with Microsoft Office productivity tools
• Experience with or ability to learn/ utilize construction software platforms

Benefits:

• 100% Covered Healthcare
• 401K Match
• Salary + Performance Bonus
• PTO – Company Holidays

Hamilton Porter

THE FIRM:

My client is a well-known and entirely employee-owned California based commercial general contractor currently listed on California’s top ENR ranking commercial contractors list as well as a top ranking U.S. ENR commercial contractor. The firm holds a very high reputation within the state of California and reflects a large presence within the Southern California commercial construction market. The firm has been established for over 50+ years with over 7+ offices in the state and growing, my client employs upwards to 500 full time employees and is on track to surpass over $1B in annual revenue by the end of 2024. The firm is known to be the multi-disciplinary commercial general contractor on the west coast with vertical commercial building expertise in multiple sectors of the market, including commercial, healthcare, hospitality, mixed-use/multi-family, entertainment/amusement parks, special projects, aerospace, aviation, industrial, high-bay, education, government, and senior living. My client is known for building genuine landmark commercial projects within the state with median project values typically ranging in totals between $50M to $500M.

THE NEED:

My client has asked for my assistance in securing them a new and experienced Senior Commercial Construction Project Manager to join their rapidly growing Special Projects Building Division out of their San Jose, California office. The firm is looking for an experienced Senior Construction Project Manager that will be tasked with leading the San Jose Special Projects Operations with the ability for fast track towards a Construction Project Executive role. This individual needs to have past project experience involving one of the following: commercial interiors/tenant improvements, commercial renovations, corporate office, aerospace, industrial/warehouse, retail, entertainment/amusement park, resort/hospitality, aviation, multifamily high-rise interiors, or another form commercial special projects. My client invests a lot in their employees and has an excellent training and development on-boarding program aimed at fast-tracking careers and allowing their employees to take their career in the direction that makes the most sense for them. If this opportunity is of interest to you, apply today for consideration within 24 hours of submission.

JOB RESPONSIBILITIES:

This experienced Senior Commercial Construction Project Manager of the San Jose Special Projects Division will report directly to the Project Executive and Vice President of Special Projects giving them exposure and opportunity to learn from multiple high-level executives within the leadership team.

The key responsibilities for this position include:

• Responsible for engaging in positive and confident relationships with owners and owners’ representatives, as well as architects, designers, property managers, consultants and subcontractors.
• Take part and assist with the pre-planning and conceptual phase
• Assist in developing and maintaining the project schedule
• Communicate project schedule to subs and vendors
• Budget management – assist in establishing project strategy to meet profit goals
• Ensure that accurate and complete plans and specifications are issued to all subcontractors and document any omissions or inaccuracies.
• Oversee the as-builts, submittals and manuals, in conjunction with the superintendent, and ensure all records are transmitted to the owner upon completion of project.
• Making sure all accounting for the project is accurate and complete and maintain accurate and timely reporting to the accounting department.

REQUIRED QUALIFICATIONS:

This qualified Senior Commercial Construction Project Manager of the San Jose Special Projects Division will have:

• A minimum of 3-5+ years’ experience working as a Construction Project Manager for a full-service commercial general contractor in the state of California
• Past project experience involving any of the following special projects: commercial interiors/tenant improvements, commercial renovations, corporate office, aerospace, industrial/warehouse, retail, hospitality, entertainment/amusement park, aviation, multifamily high-rise interiors, or any other similar forms of commercial special projects
• Bachelor’s Degree in Construction Management, Architecture, or Engineering or another applicable field from a U.S. accredited college or university (preferred but not required)

THE COMPENSATION PACKAGE:

The successful Senior Commercial Construction Project Manager of the San Jose Special Projects Division will be compensated with a competitive base salary ranging from $165,000.00 – $235,000.00 based on work experience, this figure does not include additional benefits and perks that are listed below.

Benefits Package includes the following:

• Employee stock ownership plan (ESOP)
• Companywide annual discretionary based bonus
• Companywide annual market salary adjustment, salary raise of 3-5% every year
• $750 monthly vehicle allowance OR vehicle provided
• Company credit card for all gas expenses
• Company provided laptop and mobile work phone
• 401K retirement plan
• Premium Health/dental/vision benefits w/ family coverage
• Tuition Reimbursement program
• Open vacation policy (equivalent to 3-4 weeks of vacation PTO)

If this opportunity is of interest to you, apply today for consideration within 24 hours of submission.

C.SEC | An Executive Search Firm

Industry:

Entertainment

Position Overview:

We are a prominent film studio dedicated to producing and delivering compelling content to audiences worldwide. Our company has established itself as a trusted brand, renowned for creating high-quality and commercially successful entertainment across film and television. With an impressive library of marquee media properties, we take pride in our contributions to the industry and our commitment to captivating storytelling.

We are currently seeking a talented and experienced Head of Business and Legal Affairs to lead our Film Legal group. This crucial role will oversee the negotiation, structuring, and drafting of complex agreements related to our motion picture business and legal affairs.

What You Will Do:

• Oversee and manage a team of attorneys and legal professionals, providing leadership, guidance, and mentorship to ensure efficient and effective legal operations.
• Develop and implement legal strategies, policies, and best practices to safeguard the organization’s interests while ensuring compliance with relevant laws, regulations, and industry standards.
• Collaborate with cross-functional teams, including executive leadership, to address complex legal issues, provide expert advice on business initiatives, and contribute to strategic decision-making processes.
• Lead all negotiations throughout the development, production, and post-production phases of film projects.
• Negotiate and draft various agreements, including those related to development, talent, production, post-production, financing, co-financing, and distribution.
• Develop and implement business and legal policies and procedures specific to feature films.
• Collaborate closely with management, creative teams, sales, production, marketing, and finance departments, providing expert advice and consultation services on matters concerning feature films.
• Analyze business and legal issues related to the development, production, financing, and distribution of feature film projects.
• Manage and lead a team of attorneys

Your Experience:

• A JD, from a top-tier law school is strongly preferred. Admitted to the CA Bar Association.
• Proven experience in managing and leading a team of attorneys and legal professionals effectively.
• Demonstrated expertise in developing and implementing legal strategies and policies to protect the organization’s interests and ensure compliance.
• At least 15 years of experience in business & legal affairs within a film studio, major indie production company, and/or entertainment law firm.
• Strong drafting, negotiation, and organizational skills, with a proven track record of handling a wide range of contracts pertaining to feature film development, production, finance, and distribution.
• Extensive knowledge and experience in copyright and trademark matters.
• Exceptional collaborative skills and ability to work effectively in cross-functional teams.

Expected Salary range: $550K+

Confidential Jobs