Dynamic client with a busy career and robust family life is looking for a new personal assistant to add to the current team! There are two Executive Assistants currently, this role is to manage all personal needs and support the team. Please have experience from a fast paced environment, it would be great if you have worked at a talent agency or record label. We would love to see that you have at least 2-3 years of experience post college.
– Gift Management – Fully Execute – Research, Purchase, Wrap plus Send – Log in inventory
– Day-to-Day Administrative Duties – phones, reservations, office management, errands
– Work closely with other assistants and take on projects as needed
– Meet plus greet guests
– Manage various inventories
– Monthly Expense Reports
– Assist with travel prep
– Personal Duties – organize work areas, stock toiletries, order various items, pack bags, car cleaned plus serviced
EXPERIENCE
Bachelor’s Degree Required
2-3 Years of Experience as PA EA in music industry
Highly Proficient in Google Applications – Sheets, Doc, Calendar
Proficient in Apple Products
Attention to detail
Excellent Communication Skills – Verbal plus Written
Excels in fast-paced environment
Discreet
Organized
Be able to read the room
Respond in after hours
Aware of key industry players
REPORTING
Report to main EA
SCHEDULE
Monday to Friday
In person every single day
9am – 6pm
Events Concerts etc. will expect additional in person hours
LOCATION
Beverly Hills
DETAILED RESPONSIBILITIES:
PERSONAL
• Make sure car is clean, charged and stocked – daily
• Print schedule – daily
• Clean office and master area – daily
• Order clothes as necessary
• Prep essential items as necessary – med bag, backpack, suitcase
• Stock essentials (toothpaste, razors, etc) as necessary
• Make reservations as necessary
• Drive principal to meetings
• Prep house plus greet guests for meetings
• Check tech is up to date
• Make sure insurance and registration up to date
TRAVEL
• Advance all details of travel – info on hotel, surrounding area, etc.
• Check in with drivers greeters in real time – manage all travel changes and work with team on details
PHOTO
• Scan photos and kids projects
• Reach out for photos from events, etc. – for originals files
• Take as many photos of fam as possible
• Rename files, tag metadata and upload to computer
• Remover duplicates
• Add best photos to shared item
• Make sure nannies are taking photos and sharing to album
• Download nanny photos – rename files, tag and upload to computer
• Make sure memory cards mirror files on computer
• Computer and hard drive maintenance plus upgrades
• Photoshoots videos for specials days
• Make sure art and photos are scanned and archived properly
• Cleanup old devices, make sure back-up and cleaned
• Send weekly reports of how many photos taken and how to improve
ART
• Maintain database of pieces
• Monitor art for upkeep – see if plexiglass needs to be replaced, backing, etc.
• Add art to inventory as it comes in, research info for log, scan certificates and add to dropbox, file as necessary
• Get new art framed
• Research upcoming auctions – flag as necessary
• Upcoming – upgrade art storage at house?
GIFTS
• Research gifts for birthdays, misc. and holidays
• Fully execute – approval, order, frame, wrap, do card and send arrange for delivery
• Track all in gift list – outgoing and received
MISC
• Organize loose items – CDs, awards, etc. – put in new containers, label and log
• Upcoming – Garage renovation for more storage at house and for items to all be in the same place
• Create invite or merch ideas as necessary
• Help around the house as necessary – event prep, errands, etc.
• Expenses
Please let us know if you are their dream candidate! Client is offering $40-45 an hour, DOE plus medical, dental, vision and 401k after a year. This is a great early career role to get amazing hands on experience and work with a great group!