This vital position is truly the right arm of the CEO President of this successful, fast-paced, boutique PR and marketing agency based in Los Angeles, with head office in NYC. The ideal candidate is detail oriented, proactive, a strong verbal and written communicator, hardworking, thrives in a very fast-paced environment, have a passion for this kind of supporting position, and be a team player. While the EA PA will mostly work remotely, must be available to be on-site in Venice once per week, and on an as needed basis.

Job Description:
Administrative Duties
• Manage professional and personal calendar accurately and booking appointments in multiple cities and time zones in a timely manner; communicating with meeting participants and setting up Zoom to Microsoft Teams meetings, and in persons
• Ensure CEO has all materials she will need to be prepared ahead of meetings
• Coordinate travel arrangements including flight, hotel, rental car, managing budget and miles points (occasionally for family)
• Support her preparation for meetings or events through research
• Project manage CEO’s to do lists, prioritizing with input from the team, and managing up ensuring timely completion of her work flow; ensure CEO has time scheduled for writing and review
• Review and manage multiple email accounts; replying to correspondence where possible, looping in other team members, proactively scheduling meetings required, etc.
• Update CRMs (Hubspot to Outlook) in real time
• Log CEO’s time sheets daily
• Communicate and interface with the company’s New York office, clients, and vendors
• Process professional and personal mail
• Occasionally support the Directors and VP through booking travel and scheduling

Finance Duties
• Track and process CEO’s professional and personal expense reports in Expensify and other applications
• Interface with Finance Manager Bookkeeper
• Request estimates, and approving bills against estimates
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Miscellaneous
• Request estimates from vendors and occasionally supervise vendors at home regarding repairs or deliveries
• Run personal errands
• Place online orders and process any returns

Additional tasks and responsibilities may be assigned

Required Qualifications to Attributes:
• Seeking a candidate that truly enjoys being the right hand of a busy executive
• Discretion, and able to maintain strict confidentiality of information and operations
• Proactive, supporting CEO by taking next step, while being judicious
• Must be very organized, detail-oriented, and be able to prioritize and handle multiple tasks while working under pressure
• Must exhibit excellent judgment and flexibility and be able to handle multiple tasks simultaneously and establish priorities, establishing and meeting deadlines
• Excellent analytical, interpersonal and communication skills, and the ability to always exercise tact and discretion
• Impeccable client service skills and telephone manner
• Familiarity and or hands on experience, or desire to learn CRM (Hubspot), time tracking (Harvest), and expense tracking (Expensify)
• Excellent administrative skills and Mac computer proficiency in Word, Excel, PowerPoint, and HTML language
• Comfortable working remotely while continuing efficiency
• Minimum of 2 years’ administrative experience in an extremely fast-paced environment
• BA BS degree preferred or equivalent combination of education experience

Hours: 8:00 am to 4:00 pm PT and very occasionally available after hours by text or phone.

Two small dogs in the house.

SALARY IS $68,000 with health, dental and vacation.

Below find the description from our client – but this is for a hyper organized person that has been a personal assistant/house manager to a high profile client. You will have 10 clients that will call on you for different tasks – all in different cities! If you have worked in a business management office, or worked as an assistant to a high profile person this could be a perfect job for you. Please read the details below, and let us know if you are interested!

Job Title: Business Manager Reports To: Partners
Department: Business Management
Summary: Manages designated Client Service Team while acting as liaison between staff/clients and Partners.
Duties and Responsibilities include the following:
• Supervise and mentor designated Client Service Team staff.
• Communicate with Partners, staff, and clients regarding business management and
financial matters.
• Delegate work amongst Client Service Team staff.
• Assist Partners with special projects, including but not limited to, real estate transactions,
cost analysis, and customized financial reporting.
• Attend and conduct client financial meetings.
• Review client meeting packages for accuracy and content.
• Review financial statements, tax returns, and final product documentation.
• Assist Partners in analyzing client performance and forecasting.
• Participate in performance review of staff.
• Assist Partners in potential new client due diligence.
• Assist in Department hiring.
• Review tax projections and quarterly estimates.
• Attend CPE and in-house tax workshops.
• Network and participate in professional groups/societies.
• Work extended overtime hours as needed.
• Other related duties as assigned.
Qualifications: to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PLANNING
• Assist in formulating the Client’s future direction and supporting tactical initiatives.
• Monitor and direct the implementation of strategic business plans and develop financial
and tax strategies.
• Manage the capital request and budgeting processes.
• Develop performance measures that support the Client’s strategic direction.
OPERATIONS
• Participate in key decisions as a member of the executive management team.
• Maintain in-depth relations with all members of the management team.
• Manage the accounting and business management team.
• Oversee the financial operations of Client Companies.
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• Manage third parties to which functions have been outsourced (payroll, systems, banking).
• Implement operational best business practices.
REPORTING
• Ensure the issuance of financial reporting packages (annual, quarterly, monthly and weekly deliverables).
• Oversee the establishment of ad hoc financial modeling as needed and production of budgets and forecasts.
• Establish financial and operating metrics to measure performance.
COMPLIANCE
• Reviews the schedule of all filings and reported information, providing accountability for accuracy and timeliness.
RISK MANAGEMENT
• Understand and mitigate key elements of the Client’s risk profile.
• Monitor all open legal issues involving the Client and legal issues affecting the industry.
• Ensure appropriate and reliable control systems are in place.
• Ensure that record keeping meets the requirements of auditors and government
agencies.
• Monitor cash projections and forecasts and arrange for debt and equity financing.
Skills:
Oral and Written Communication Skills Fluent Command of English Professionalism
Time Management
Organizational Skills
Math Aptitude
Understanding of Generally Accepted Accounting Principles
Financial Statement Analysis
Entity and Individual Income Taxation
Intermediate level understanding of Finance, Real Estate, and Banking Advanced bookkeeping competencies
Problem Solving Skills
Proficiency in Microsoft Office Suite
Proficiency in Windows
Education / Experience:
Bachelors Degree: Accounting degree preferred (3.0 GPA or better)
Certified Public Accountant or Enrolled Agent
5 years’ related experience in Business Management field; Music Industry experience preferred
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Claudia Kahn
310-828-4111