Executive Assistant

pepper is looking for an experienced and passionate executive assistant to provide day-to-day and project-based administration and operations support to our CEO, with a trickle down to executive and key project leaders. This is a great opportunity to join a growing team and work on cutting-edge business issues in an exciting, fast-paced and creative environment. This role is focused on identifying, anticipating, and creating solutions with ease to facilitate peak performance and quality of service to our clients. We’re looking for a highly organized, professional and self-motivated individual who is able to think critically, react quickly, get ahead of needs, and work productively to complete essential tasks related to scheduling, legal, administrative, accounting, production and general business operations. Seeking a confident task manager with a high EQ who approaches both relationships and productivity with the utmost professionalism, and prides themselves on developing implicit trust with direct reports and colleagues in order to get the job done without waiting to be tasked. While this role may appear rooted in the “small stuff,” this key player understands their integral contribution to the bigger picture, and that their ability to navigate priorities across multiple work streams and support collective teams in job completion with an unflinching and consistent work ethic is ultimately what nourishes the success and growth of our agency from the very seed. 

On a typical day, you will:

• Schedule meetings and conference calls with internal and external parties, create meeting agendas and circulate meeting materials
• Manage multiple busy calendars and balance appropriately 
• Provide administrative support with various projects in both the development and production stages
• Support with creation, filing and execution of standard contracts for various vendors  
• Create and distribute deal memos for artists bookings 
• Support with accounts payables & payment remittance communications 
• Manage all relevant paperwork for new business and bidding across all departments 
• Liaise between internal business partners and client teams during contract development and negotiation
• Update legal and accounting trackers 
• Prepare written communications to internal and external contacts with an emphasis on context and confidentiality
• Regularly prepare and distribute communications to the entire team on various topics
• General office duties, including receipt filing and reconciling expense reports
• Other miscellaneous tasks assigned by executives

In this role, you will be expected to:

• Prioritize & manage multiple projects simultaneously, and follow through to completion
• Maintain knowledge base of resources, develop industry best practices, process improvements, and conduct related compliance trainings
• Maintain and update internal resources for onboarding and team-specific trainings
• Monitor changes to government guidelines and/or regulations
• Monitor usage and expirations for talent and photography
• Optimize data management and filing processes 
• Maintain team discretionary spending budget and coordinate its allotments with management
• Assure discreet handling of all company business

JOB REQUIREMENTS

• 3 years + experience supporting at a senior management/executive level
• Excellent communication skills, written and verbal
• Self-motivation and problem-solving attitude in fast-paced, deadline driven environment
• Exceptional organizational, prioritization, and time management skills and a strong attention to detail
• Ability to collaborate with various teams and facilitate decision making based on collective team input
• Working knowledge of AICP Standards of Photo and Motion Production and universal bid forms 
• Working knowledge of copyright, trademark, and licensing in the area of entertainment or advertising law with particular emphasis on digital and influencer marketing
• Understanding of Social Media platforms and Influencer/Creator Agreements
• Familiarity and comfort with advertising and media agreements and business terms
• Understanding of content production process, especially with rights, clearances and SAG
• Working knowledge of production accounting and entertainment payroll
• Experience working at a startup, especially a media company or artist representation agency

BENEFITS

• Medical, Dental and Life
• 401K 
• Generous PTO 

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