We are seeking an experienced Executive Assistant to join a distinguished studio and collaborate closely with a renowned director, producer, and investor. This role offers a unique opportunity to become an integral part of a dynamic executive’s operations within the entertainment industry, encompassing brand collaborations, filmmaking, and philanthropy. This is a dynamic role that requires someone fluent in wearing many hats, who is akin to an air traffic controller, but with a people-focused mentality and a knack for problem-solving. You’ll work autonomously as well as collaboratively with all inside and outside contacts, and you’ll also work on-set during major productions, taking on PA responsibilities and acting as a partner to your executive.
Responsibilities and priorities will shift and change, and you’ll be the keeper of the schedule, so it’s important you have experience and a track record of already knowing how to shift gears quickly, along with how to confidently take charge of situations. You’ll travel, work on set, work remotely (at times), and overall provide input and act as a key decision maker regarding scheduling, itineraries, travel booking, special preferences, and ensuring that each day runs smoothly. We are positive, collaborative relationship builders, and we seek someone who remains calm and positive under stressful situations, who has a bright outlook, and is a problem solver with cat-like reflexes and a proactive nature. We are looking for someone who seeks a long-term fit, who is naturally ambitious and a hard worker, and who wants to invest their time with a team for the long run. You are also humble and dedicated, understanding how to shift gears – you’re happy to help with production setups, daily lunches and hydration needs, as well as making suggestions for scripts and creatively adding input when necessary. You must be flexible to travel for several weeks at a time to various on-set production locations. You must be LA-based or live in the area so you can travel twice a week to Ojai, CA
Key Qualities and Responsibilities:
- Proficient communication and collaboration skills, adept at managing complex interactions and aligning various entities.
- Substantial experience working with Creative Executives, particularly in the entertainment sector, showcasing the ability to oversee multiple moving parts and predict requirements.
- Provide steadfast support to the Principal across both professional and personal realms.
- This position involves an integration between business and personal life, so you truly must be happy to take on personal assisting responsibilities that could encompass moves, construction, vendor management, scheduling for house-staff, etc.
- Skillfully negotiate terms and costs with external vendors to secure favorable outcomes for the Principal.
- Maintain and synchronize multiple calendars, manage schedules, and prepare the Principal for engagements.
- Book extensive travel arrangements, paying special attention to preferences. You’ll help book and manage travel for the family and support staff/crews.
- Lead administrative support for the Chief Executive, involving creative problem-solving and organization-wide communications.
- Drive projects, supervise timelines, and ensure successful deliverables while navigating intricate challenges.
- Foster and maintain relationships with the team across physical office locations and residences.
- Flexibility to work in a hybrid environment, including travel to on-set locations, as well as 2x a week onsite at Principals’ home office in Ojai.
Qualifications:
- Proven experience as an Executive Assistant/Personal Assistant to an entertainment c-level executive, celebrity/actor.
- You must have prior experience working as a Production Assistant or Personal Assistant on set with a major production (TV/Film).
- Minimum of 8+ years in an administrative capacity at an entertainment studio, agency, or in production.
- Longevity in previous positions – you must have worked for at least one employer consecutively for 3+ years.
- Proficiency in condensing complex information into clear formats suitable for presentations to the Principal.
- Exceptional organizational and time-management skills, capable of effective multitasking.
- Strong negotiation skills and a track record of successful vendor management.
- Problem-solving mindset, particularly in undefined situations, characterized by innovative thinking.
- Strong team player, capable of managing upwards and collaborating across all levels.
- Willingness to handle both significant and minor responsibilities, especially during the PA’s absence.
- Kind, honest, and humble – overall, you have a positive outlook and possess an unwavering optimistic attitude. There is no problem too big that you can’t handle!
- Loyal, passionate, and have a sense of humor!
If you are a proactive, organized, and adaptable professional who thrives in fast-paced environments, this Executive Assistant role offers an exceptional opportunity to contribute significantly to a high-profile individual’s success across multiple domains.
Salary 90-100K plus bonus eligible and great benefits
*please note you must currently reside in Los Angeles and have a minimum of 3 years as an Executive/Personal Assistant to a named individual in entertainment*
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