Los Angeles

Best Executive Personal Assistant needed in Pasadena for the coolest Producer and must love dogs

Filled

Posted : 11/13/23

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!

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los angeles area

Mostly Remote EA and PA needed for CEO

Filled

Posted : 06/05/23

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

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.

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los angeles area

Coolest Remote job for business manager or personal assistant with great financial acumen

Filled

Posted : 05/22/23

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

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Texas Executive Assistant for CEO in Fort Worth

Filled

Posted : 11/28/23

We are on a search for a seasoned, fabulous EA (with a chief of staff mentality) for one of the most clever CEO’s in the country! This gentleman not only has a genius philanthropic brain, but he is loyal, private and a wonderful family man! He has had a loyal EA for 18 years who is retiring and is looking for her replacement. You will be handling his personal and business calendar, his travel coordination, and all organizational matters and research projects.
The work is extremely fast paced and ever-changing. If you like learning and you have a good head for organization – you will find the perfect home with this CEO. The office is in downtown FT Worth with pretty strict office hours of 8-6, Monday – Friday. Salary is DOE along with fabulous benefits. They will not consider anyone without at least a 5-10 years of loyal dedicated work with a C level executive. Please send a cover letter and a resume. We are looking forward to making a great match for this awesome individual!

 

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new york area

Personal Assistant needed in NYC

Filled

Posted : 03/06/23

Personal Assistant | Job Description

A dynamic private family office is looking for an organized + resourceful Personal Assistant to support the principals and become an integral part of the office team. Ideal candidates are solution oriented, have a can-do attitude and think quick on their feet. General working hours are Monday – Friday, however flexibility over the weekend is needed.

Responsibilities include but are not limited to:

• Oversee all requests from principals in an efficient and timely manner; communicate and update on status until project/task completion
• Remain up-to-date on all events, activities, cultural happenings that might interest principals – update regularly, be anticipatory for last minute requests + needs
• Support flight + travel efforts – updating travel manifests in real time, informing team of all updates + changes
• Liaise with household staff: informing of schedules, schedule changes and providing support as necessary
• Event planning: support COS in the planning of all major events: oversee and confirm guest list, tracking schedules, deadlines + budgets
• Support family office in all manners of organization, working with current document management systems to keep projects and files up-to-date and easily sourced
• Manage vendor contracts + NDA, oversee signatures and organization of documents
• Assist with accounting needs, help manage invoice tracking + approvals
• Assist with special project as needed

Key skills:

• Discretion + confidentiality
• Excellent communication skills – both well-spoken and well-written
• Centered + grounded – thrives in situations others might find stressful
• Ability to be proactive + take initiative
• Solutions oriented – able to work through actionable decision to solve challenges
• Impeccable eye for details
• Keen interest + curiosity about what’s “in the now” – including restaurants, theater, art and other cultural events

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new york area

Wonderful Tribeca family needs a family/personal assistant

Filled

Posted : 02/20/23

We are looking for an incredibly organized and experienced person to work with a dynamic and busy family. Running errands, scheduling appointments, making dinner reservations, managing vendors. Must be a can do person– we want someone who is hungry for a busy fun opportunity and able to wear many hats! Managing household staff, booking travel, doing whatever is needed so this house can run well. Must love dogs! M-F schedule with flexibility to work nights and weekends as needed. Perfect opportunity for someone who wants to work long term as a personal assistant. NYC based, very little to no travel.

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