Seeking a high level senior administrative assistant for a well established company in the financial services industry. Must have experience supporting C-suite executives and have International travel booking experience.
Full time – This role is required to work onsite in Newport Beach, CA.
Pay $80-85K
The Assistant role provides challenge, diversity and opportunity. This is a fast-paced environment that requires individuals to be self-starters, highly professional, organized and detail oriented. We encourage individuals to take ownership and initiative, and bring forth creative ideas and solutions. We look for candidates who are team oriented, collaborative, inclusive, and enjoy multi-tasking a diverse workload.
1. Travel Coordination and Preparation
· Works with assigned managers to coordinate travel arrangements through our travel agency according to the Travel and Entertainment Policy.
· Arranges cost effective ground transportation, books hotels and manages all logistics.
· Creates final travel itinerary and directions.
2. Expense Reports: Travel, Gifts and Entertainment
· Gathers emails, calendar schedules and compliance approvals to prepare monthly expense reports.
· Prompts managers after travel, meetings and events to include all proper documentation and approvals well in advance.
· Processes monthly detailed expense reports through the Concur system.
· Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and following up with managers for personal payments when needed.
· Monitors and tracks all expense reports submitted until final payment.
3. Meeting Coordination
· Schedules external and internal meetings, calls and video conferencing.
· Checks and confirms availability for presenters.
· Coordinates meeting materials printing and distribution.
· Handles meeting logistics and orders meals/refreshments when needed.
4. Calendar Management
· Monitors multiple calendars and alerts managers as meetings occur according to their preferences.
· Creates, accepts and changes meetings according to each manager’s preference.
· Communicates effectively, keeps managers’ calendars well organized, and properly screens meetings.
5. Client Servicing and Phone Coverage
· Provides excellent client service and phone skills.
· Manages telephone calls and handles requests and escalates urgent matters with urgency.
· Creates follow up correspondence according to the requirement of each manager.
6. Project and Department Responsibilities
· Completes assigned projects on time and with accuracy.
· Liaises with assistants from other departments to support all business needs as a team.
· Supports managers with any projects or events, using Excel, PowerPoint and other applications.
POSITION REQUIREMENTS
· 2 – 5 years of previous administrative experience supporting multiple executives.
· Intermediate to advanced working knowledge of MS Word, Excel and Outlook required.
· Must possess strong written and verbal communication skills, including exceptional telephone management and the ability to write emails.
· Must be able to adapt to changing situations with minimal notice and guidance.
· Two–year college degree is preferred but not required.
Soft skills: Self-starter, action oriented, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused, problem solver, good follow up skills, strong relating skills, able to prioritize, team player
Interested? Please send your resume to [email protected]
Ultimate Staffing
Related jobs:
Job Description
A documentary series is seeking a local sound engineer for a full-day shoot during an indie production tied to Essence Fest. The series highlights the journey of four men navigating the high-stakes world of music promotion, showcasing the raw highs, lows, and behind-the-scenes moments with some of the industry’s top artists. The content will be both emotionally resonant and technically engaging, requiring strong sound capture for intimate and dynamic scenes.
Job Responsibilities
-
Provide professional on-location audio recording for full-day shoot
-
Capture clean, balanced sound across multiple speakers in varied environments
-
Set up and manage multiple microphones (lav and boom) for interviews and b-roll
-
Collaborate with directors and producers to ensure optimal audio quality
-
Troubleshoot audio issues in real-time during the shoot
Requirements
-
Must be based in or able to work locally in New Orleans
-
Own equipment required: boom mic, minimum 4 lavalier mics, mixer, recorder
-
Prior experience with documentary or reality-style production preferred
-
Strong communication and teamwork skills
-
Punctual and prepared for a full 9am call time
Compensation
-
$600 for a full-day shoot
-
Independent contract opportunity with potential for future collaborations
Boom Operator for Cosmic Horror Student Film
Job Description
A student film production is seeking a Boom Operator for a three-day shoot on a cosmic horror short film. The project aims to create an unsettling, atmospheric experience and will require a sound technician comfortable working in an eerie, story-driven setting. All professional sound equipment will be provided on set.
Job Responsibilities
-
Operate boom microphone and manage sound equipment during filming
-
Collaborate with the director and sound team to ensure audio clarity
-
Monitor environmental sound and adjust mic placement accordingly
-
Ensure clean dialogue capture in both indoor and outdoor settings
Requirements
-
Experience with boom operation on film sets (student or professional)
-
Ability to work efficiently in a fast-paced, collaborative environment
-
Strong understanding of on-set audio workflow
-
Open to working on a student project with limited resources
Compensation
-
Rate negotiable based on experience
-
This is a low-budget student film; flexibility appreciated
-
All necessary equipment will be supplied
Job Description:
An exciting opportunity for experienced film professionals to join a fast-paced production shooting in Atlanta this July. We’re building a full crew across all departments for a 25-page project filming over 5-6 days. This is a professional production offering competitive rates for qualified crew members.
Positions Available:
-
Camera Department (DP, Operators, ACs)
-
Grip & Electric (Gaffers, Best Boys, Technicians)
-
Sound Mixers & Boom Operators
-
Art Department (Production Designers, Set Decorators)
-
Hair/Makeup Artists
-
Production Assistants
-
Other key crew positions
Job Responsibilities:
-
Execute department-specific duties professionally
-
Work efficiently under tight production schedule
-
Collaborate with other departments
-
Maintain safety standards on set
Requirements:
-
2+ years professional experience in your department
-
Full availability July 15-21 in Atlanta
-
Own necessary equipment/kits (where applicable)
-
Strong references from previous productions
Compensation & Benefits:
-
Competitive daily rates (based on position/experience)
-
Meals provided during shoot days
-
Professional working environment
-
IMDb credit
Model Recruiters for Fashion and Talent Agency
Job Description
A top-tier modeling agency is now hiring motivated Model Recruiters to scout new talent and connect with aspiring models in the Atlanta market and beyond. This is a remote-friendly, commission-based opportunity ideal for self-starters who are passionate about fashion, talent development, and building strong networks in the entertainment industry. If you’re looking for flexibility and income potential while expanding your footprint in the modeling world, this role is for you.
Job Responsibilities
- Identify and recruit potential modeling talent through online platforms and personal networks
- Build and maintain a pipeline of qualified candidates for agency representation
- Conduct initial outreach and guide talent through the application process
- Attend weekly calls and monthly virtual meetings for team updates and support
- Stay informed on trends in the modeling and entertainment industries
Requirements
- Must be 18 or older
- Familiarity with the fashion or modeling industry preferred
- Self-driven, organized, and results-oriented
- Smartphone and/or computer required for daily communication
- Able to work independently with minimal supervision
Compensation
- Commission-based pay structure with unlimited earning potential
- 90% remote flexibility
- Access to an established network within the Atlanta modeling market
- Ongoing mentorship and brand-building opportunities