Entertainment Careers Casting Calls and Auditions

Our client, a technology company in Chester County, is seeking an Executive Assistant to join their team to support C-Suite Executives. The Executive Assistant will be an assertive, “can do” individual, supporting the executives’ ability to lead the company effectively with minimal distraction.

This is a contract opportunity from October 2023 to January 2024. This role is onsite 1-2 days/week.

Duties include, but are not limited to:

Scheduling/Calendar Management

• Managing a very active calendar of meetings and appointments of C-Suite Executives
• Responsible for the coordination and scheduling of meetings and presentations
• Able to work with complex and detailed travel plans, itineraries and agendas
• Effectively organizes meetings with investment bankers, directors, and external parties
• Booking hotel rooms and organizing meals
• Anticipate the next move

Administrative Tasks

• Managing emails and phone calls
• Completing expense reports and reimbursement reports
• Contracts management
• Researching and compiling documents and presentations
• Meeting and greeting guests, entertaining as necessary
• Ordering supplies

Executive “Gatekeeper”

• Follow up with key contributors to C-Suite Executives’ projects and maintain the timeline around deliverables on behalf of the executive team – keeping the projects on task!
• You will research, prioritize, and follow up on incoming issues and concerns addressed to C-Suite Executives, including those of a sensitive or confidential nature and determine the appropriate course of action
• Anticipate executives’ needs, time constraints, travel requirements, presentation logistics and complete plans and support requirements without guidance accurately
• Handle confidential information with discretion
• Other duties and responsibilities as assigned

Qualifications:

• 7+ years of experience supporting C-level executives.
• Expert level written and verbal communication skills.
• Strong organizational skills; excellent attention to detail
• Strong interpersonal skills and emotional maturity
• Strong administrative skills
• Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word is required; Concur preferred

Juno Search Partners

Best Executive Personal Assistant needed in Pasadena for the coolest Producer who loves dogs!

Seeking Executive Personal Assistant for the President and Producer of a high level, very busy, boutique production company. Candidates need to be self-motivated, very organized, and task focused. Previous experience as an assistant for someone in the entertainment industry is a must. Previous production experience a plus. Job requires the oversight and management of many personal tasks and responsibilities related to personal household management such as grocery shopping, picking up kids and taking them to activities, managing dinners, running errands, home construction project management, handling vet appointments for the 3 family dogs, coordinating kids schedules, managing personal travel, family related items, etc. In addition, there will also be general office project related tasks and responsibilities, such as managing a busy and ever changing calendar, scheduling meetings, managing calls, interfacing with various production teams and assistants, etc.

You are an organized go getter and love making your Producer’s life run smoothly. Please be able to work Monday-Friday in the office, and run errands, manage projects at the house as needed. You are a calendar wiz, and are very tech savvy, and enjoy learning new programs! We are looking for someone who truly enjoys this work, and would be so excited to find a long term match. We have helped this employer before, and she has an amazing history of long term work relationships. We are looking for a hard working, down to earth, warm, kind and forward thinking assistant.

Must be fully vaccinated plus booster for Covid to be considered. Please also love dogs.

Salary is DOE plus amazing benefits: medical, dental, vision insurance plus 401k! PTO of 15 days (3 weeks of PTO), with 5 of those days being the hiatus between Christmas and New Years.

This client is a DREAM, and we are looking for an amazing fit to join their team long term!

The Help Company

Canlan Sports is the largest private sector owner and operator of recreational sports complexes in North America. The company’s success in the recreation-entertainment & hospitality industry is attributed to a combination of innovative programming, service delivery leadership and world-class sports complexes. We understand our customers’ need for service excellence and are committed to it.

Job Summary

We are currently looking for a dedicated Office Manager who will be central to maintaining efficient office services. The successful candidate will organize office operations and provide support as the first point of contact for sports complex employees for onboarding and resolving initial queries on HR and Health and Safety Policies.

Job Responsibilities

• The Office Manager is actively involved with the daily transactions of invoicing, receipts, adjustments, vending, banking, and manual cheque issuance.
• Additionally, they ensure the payroll submissions & month end processes and reports (AR & AP) are completed on time.
• Accounting and Reporting
• Employee Onboarding

Education And Knowledge Requirements

• Diploma or Degree in Business, Recreation, Facility Management or a combination of experience and education an asset.
• Certification in Standard First Aid/AED an asset.
• Possess or willing to obtain and submit a satisfactory background checks.
• At least 3 years successful office management experience in a Sports related business.
• Previous experience with accounting and payroll systems.
• Demonstrated strong Computer Skills (Microsoft Office).
• Proven ability to prioritize effectively & work well with customers, coworkers & management.
• Creativity and innovation combined with excellent organizational skills.

NOTE: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are an Equal Employment Opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, creed, age, sex, gender, sexual orientation, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions or any other classification protected by federal, provincial and local laws and ordinances. Reasonable accommodation is available for qualified individuals with disabilities, upon request. This Equal Employment Opportunity policy applies to all practices
Canlan Sports

ADMINISTRATIVE ASSISTANT, Production Operations Creative Technology Services

The administrative assistant in the Production Operations Creative Technology Services

department will support the co-heads of the department. Their primary tasks involve

scheduling, handling invoices and expenses, arranging travel, buying supplies, and collaborating

with other departments. They also help onboard new hires and manage facility requests. It will

be important for them to work closely with project leads to maintain a synergy between the

teams for all active projects.

We are a technology-driven operations department for HBO / MAX Productions. There will be

an opportunity to learn strategy, budgeting, collaboration, and deadlines. The ideal candidate

will need to be comfortable around talent, filmmakers, and senior executives. This role offers a

chance to learn from talented people across the Warner Brothers Discovery Family and interact

with every group and division at the studio.

Responsibilities

● Manage schedules for co-heads and track production department updates.

● Travel and expense management for co-heads.

● Department finance processing.

● Team onboarding and technical support for new hires, vendors, and temps.

● Assist with special projects, as needed.

● Misc tasks, as needed.

● Department production support: (including on-set, as needed).

● Responsible for drive-on requests and security lists.

● When on-set, be available to support the team with misc needs.

Qualifications

● 1 year of admin experience at a studio, production, or related industries

● Working knowledge of production and post-production processes.

● Must be comfortable around talent and high-level executives.

● Able to schedule, track and coordinate heavy calendars and heavy global travel.

● Onboarding personnel and making certain teams have what they need.

● Tracking expenses and advocating for executives.

● Effortless ability to speak with tact and maintain composure with people at all levels.

● Able to articulate complex information in an efficient, easily digestible manner.

● Oriented toward working on a team but able to function as an individual.

● Passion for entertainment with knowledge of operational fundamentals within the

industry.

● Skill in problem-solving, clear and articulate communication, decision making, diplomacy

and time management.

Programs

Outlook, Excel, Word, PowerPoint, Airtable, Teams, Zoom, Concur, Concierge

HBO

Canlan Sports is the largest private sector owner and operator of recreational sports complexes in North America. The company’s success in the recreation-entertainment & hospitality industry is attributed to a combination of innovative programming, service delivery leadership and world-class sports complexes. We understand our customers’ need for service excellence and are committed to it.

Job Summary

We are currently looking for a dedicated Office Manager who will be central to maintaining efficient office services. The successful candidate will organize office operations and provide support as the first point of contact for sports complex employees for onboarding and resolving initial queries on HR and Health and Safety Policies.

Job Responsibilities

• The Office Manager is actively involved with the daily transactions of invoicing, receipts, adjustments, vending, banking, and manual cheque issuance.
• Additionally, they ensure the payroll submissions & month end processes and reports (AR & AP) are completed on time.
• Accounting and Reporting
• Employee Onboarding

Education And Knowledge Requirements

• Diploma or Degree in Business, Recreation, Facility Management or a combination of experience and education an asset.
• Certification in Standard First Aid/AED an asset.
• Possess or willing to obtain and submit a satisfactory background checks.
• At least 3 years successful office management experience in a Sports related business.
• Previous experience with accounting and payroll systems.
• Demonstrated strong Computer Skills (Microsoft Office).
• Proven ability to prioritize effectively & work well with customers, coworkers & management.
• Creativity and innovation combined with excellent organizational skills.

NOTE: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are an Equal Employment Opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, creed, age, sex, gender, sexual orientation, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions or any other classification protected by federal, provincial and local laws and ordinances. Reasonable accommodation is available for qualified individuals with disabilities, upon request. This Equal Employment Opportunity policy applies to all practices
Canlan Sports

Executive Assistant PMOUNTJP00000215

A leading digital streaming network is seeking an Executive Assistant. The successful candidate will perform general administrative tasks including processing expenses, coordinating travel, complex scheduling, ordering office supplies, screening phone calls, and calendar management. The ideal candidate has worked at the Coordinator level at a Studio and is familiar with the creative process and working in a Studio creative environment. The company offers a great work environment!

Executive Assistant Pay And Benefits

• Hourly pay: $27/hr
• Worksite: Leading digital streaming network (Hollywood, CA 90028 – Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 6 Month Assignment, Possible extension.

Executive Assistant Responsibilities

• General administrative tasks including processing expenses, coordinating travel, complex scheduling, ordering office supplies, screening phone calls, and calendar management.
• Overseeing and managing other departmental support staff.
• Tracking status of all streaming & cable Current projects.
• Maintaining department grids and team resource documents, updating as needed.
• Facilitating communication within the department and with other internal stakeholders.
• Coordinating schedules with other assistants for meetings and calls with co-studios, networks, and producers.
• Improving the flow of information.
• Oversight of studio-wide reports, including weekly distribution.
• Taking notes during calls, as needed.
• Exercising discretion when handling sensitive and confidential information.

Executive Assistant Qualifications

• 1+ years of entertainment background.
• Experience at the Coordinator level at a Studio and is familiar with the creative process and working in a Studio creative environment.
• Experience supporting a high-level executive is preferred.
• Proficiency with Microsoft Outlook, Excel, and Zoom
• Proactive with a problem-solving mentality, detail-oriented, team-minded, collaborative, and possess leadership skills.
• Able to recognize priority matters and respond in real-time to unexpected complications.
• Strong instincts for how to manage complex interpersonal dynamics, particularly when interacting with producers and talents, as well as internal partners, buyers, and representatives.
• Act as the first point of contact for the department so must be reliable, resourceful, great at multitasking, and display a high level of professionalism.

Executive Assistant Shift

• From 09:00 am to 6:00 pm with possible OT.

Compensation: From $27.00 to $27.00 per hour
Avispa

Location: Universal City, CA

Type: 1 year contract

Summary:

The Administrative Assistant supports the Executive Vice President of Franchise Strategy and Creative. The ideal candidate will provide general administrative support and any other

duties as assigned.

Qualifications:

5+ Years Strong telephone etiquette, communications and organizational skills. Team player with exceptional interpersonal skills. Working knowledge of Microsoft Excel and Word.

Bachelors Degree preferred.

Basic Qualifications:

• Bachelor’s Degree highly preferred

• Passion for Entertainment (Film, TV, Music and Digital)

• Proficiency in Microsoft Outlook, PowerPoint, Excel, Word, Keynote

• Outstanding writing and communication skills

• At least one year of administrative experience in a corporate setting

Eligibility Requirements:

• Must be willing to work On-site in Universal City

• Must submit an attestation disclosing your COVID-19 vaccination status and, if partially or fully vaccinated, submitting your vaccination record no later than 7 days following commencement of employment.

• Must be fully vaccinated against COVID-19 at the commencement of employment or must undergo regular COVID-19 testing if Company determines your job position requires accessing an NBCUniversal worksite.

• Must be willing to adhere to all Company COVID-19 workplace safety policies and protocols.

Responsibilities:

Essential Responsibilities:

• Manage executive calendar while coordinating with internal and external parties

• Rolling and screening calls

• Coordinate travel and submit expense reports

• Copying, filing, and maintaining/ordering office supplies

• Support the onboarding logistics of new hires

• Interact and maintain relationships with members of other business units at NBCU and third parties

• Assist the team on various projects, presentations, and analyses as needed

Desired Characteristics

• Ability to remain organized, multi-task, and prioritize work assignments

• Demonstrated ability to work as part of a team and willingness to assist co-workers to achieve department goals

• Initiative to self-start improvements to reports and processes

• Proven ability to work with confidential information and remain discrete

• Research experience

• Strong sense of urgency

Tricon Solutions

Job Details:
Position: Executive Events Coordinator
Location: 600 W Chicago Ave Suite 750 Chicago IL 60654
Duration: 4.5 months

Description:

The Campus Events Team designs and produces events that bring together executives, partners, customers and employees. We are seeking a candidate who is passionate about hospitality and events to join our New York based events team. Our events vary from in-person, virtual, and hybrid experiences. Success in this role requires agility, clear and compelling communications, outstanding organizational skills, and the ability to collaborate cross-functionally. This individual will work closely with Security, Space Planning, Facilities, Workplace and Guest Services Teams to deliver successful events.

Roles & Responsibilities:
-The position is responsible for the operational excellence of our meetings/events and the holistic guest experience including but not limited to: customer meetings, executive receptions, intimate dinners, town halls and employee events
-Continuously research and report innovative and creative event and entertainment options
-Solid office management / workplace environment knowledge
-Strong customer service and executive interaction experience
-Understand client brand and product positioning with the ability to ensure consistent, on-brand messaging for all events
-Continuous development of team playbooks and standard operating procedures
-Organize logistics, from beginning to end, for customer facing meetings, town halls, etc.
-Pre, onsite and post event logistical management
-Key stakeholder for G-Cal calendar management for internal event space
-Co-Manage vendor relationships (agencies, vendors, caterers, etc.) and work with internal teams.
-Liaise and negotiate with vendors to achieve the most favorable terms for goods and services
-Management of event statistics and ad hoc reporting
-Manage various workplace projects as assigned
-Multitask many events and projects at one time

Required Skills:
-Experience will be evaluated based on alignment to the core competencies for the role
-Highly personable and customer service focused with great attention to detail
-Excellent written and verbal communication with ability to proactively address client’s needs
-Experience in managing budgets, financial planning and tracking
-Excellent problem-solving skills with ability to creatively negotiate demands
-Results-oriented, customer-driven, and organized
-Assess and prioritize workload in a strict deadline centric environment
-Thrive on teamwork and overcoming obstacles
-Ability to work a flexible schedule as needed
-In-depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary
VARITE INC

Royalty Coordinator, Music Publishing

Business Unit: Big Machine Music

Department: Royalties

Reports to: Senior Director, Royalty Accounting & Income Analysis

Location: Nashville, TN, Hybrid

Schedule: M-F, 9am-6pm

Compensation: Starting at $40k per year | Full-Time | Salary | Non-Exempt

About Big Machine Label Group: 

Led by Founder, President and CEO Scott Borchetta, the Big Machine Label Group encompasses Big Machine Records, The Valory Music Co., BMLG Records, Big Machine/John Varvatos Records and publishing company Big Machine Music as well as its own digital radio station, Big Machine Radio.  

Job Summary:

The Royalty Coordinator will be responsible for ensuring timely and accurate reporting of royalties with a primary focus on music publishing (75%), as well as assistance with recorded music statements as needed (25%).

Essential Job Functions:

·      Prepare incoming source statements, entering payment details and royalty statement data into royalty software.

·      Review and analyze statement data for accuracy.

·      Track and detail income discrepancies and communicate with royalty sources to recover monies.

·      Resolve payment, rate issues and missing statement detail with royalty sources.

·      Maintain organization of royalty files and other documentation.

·      Organize and manipulate large electronic datasets.

Indirect Job Functions:

·      Answer inquiries from writers, publishers, artists, and producers regarding royalty statements.

·      Collaborate with Business & Legal Affairs and Finance to ensure all documentation is in place for royalty accounting and payments.

·      Review administration change requests and make updates in royalty system.

·      Suggest improvements for department workflow or systems.

·      Other duties as assigned.

Required Experience:

·      At least two years of professional work experience, preferably in the entertainment industry.

·      Prior experience in music royalties, preferably music publishing royalties, strongly preferred.

·      Experience using Tableau, Airtable, and database systems preferred.

Required Skills:

·      Must be extremely detail-oriented with exceptional organization skills.

·      High accuracy rate for data entry.

·      Analytical problem-solving, data pattern recognition, and analysis.

·      High level of competency with Microsoft Excel.

·      Strong written and verbal communication skills.

·      Ability to thrive and be positive in a fast-paced, high-accuracy needed environment.

·      High agility and adaptability to change.

·      Ability to work independently; must be self-motivated.

·      Ability to work collaboratively with fellow team members and other departments.

·      Must be able to maintain high confidentiality.

Education:

Bachelor’s Degree in Music Business, Finance, Accounting, and/or related field preferred.

Supervisory Responsibilities:

None.

Travel Required:

0-10%

Big Machine Label Group is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Big Machine Label Group

Job Title: Executive Assistant, Technology

Location: In office, New York, New York

Firm Overview:

Cantor Fitzgerald is a diversified company primarily specializing in financial and real estate services for institutional and corporate customers operating in the global financial and commercial real estate markets. Since 1945, we have successfully built a well-capitalized business across multiple business lines, with numerous market-leading financial services and commercial real estate businesses. We have been at the forefront of financial and technological innovation in our industries while developing new markets and providing superior service to thousands of customers globally. At Cantor, our employees are our greatest asset. We look for individuals who are driven, intellectually engaged, team oriented and have a real desire to make an impact.

Responsibilities:

• Provide administrative support to a team of investment bankers

• Handle incoming calls, respond to inquiries and clarify company policies and procedures

• Maintain frequently changing calendars through Outlook

• Coordinate all aspects of executive level appointments, meetings, client entertainment and conference calls

• Prepare and review materials and correspondence for meetings

• Assist with creation/modification of presentations, spreadsheets, and other various documents

• Coordinate frequent travel arrangements – both international and domestic

• Prepare, reconcile and track expense reports through Oracle (T&E system)

• Organize and secure highly confidential company and employee information

• Assist in ad-hoc reports special projects as needed

• Serve as back-up support for other managers/bankers and administrative staff when required

• Maintain and order supplies, paper and binding supplies

Qualifications:

Technical Skills

• Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint)

• Ability to gain a strong command of new systems (Oracle – Travel & Expense, Reporting System)

Non-Technical Skills

• 2+ prior experience in administrative position, IBD experience preferred

• Fully in person position

• Expert in multi-tasking, organizing and prioritizing a must

• Strong written and verbal communication skills

• Detail oriented with ability to work independently and prioritize workload

• Demonstrates a high level of integrity and professionalism

• Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment

Educational Qualifications:

• College degree preferred

Salary: $ 90,000 – $100,000

The expected base salary for this position ranges from $90,000 to $100,000. The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to base salary and a competitive benefits package, this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

Cantor Fitzgerald