Executive Assistant

3 months ago

Beverly Hills, United States Chasen Creative Media Full time

REPORTS TO: CEO

LOCATION: Full-time at LA HQ, Monday-Thursday in office, Friday WFH

MUST HAVE: 8+ years direct working experience as an Executive Assistant and possess impeccable organizational skills, in-office experience, and ability to multitask in very fast-paced environment while maintaining professionalism and positivity


CCM is an award-winning brand consulting firm specializing in public relations, influencer and experiential marketing with offices in Beverly Hills and New York City. Our multifaceted expertise is focused on the beauty, lifestyle and entertainment sectors with clients including Paul Mitchell, OUAI, Clinique, Live Tinted, BYOMA, Half Magic Beauty, Tan-Luxe, Isle of Paradise, FORVR Mood among others. @chasencreative


Responsibilities: 


  • Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Manage and prioritize CEO’s to-do list, completion of tasks, approvals, deadlines 
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, 
  • Maintain comprehensive and accurate records
  • Create detailed agendas, meeting prep, documents
  • Sit in on key client meetings/calls and take detailed and accurate notes for future follow-up/reference
  • Respond to CEO’s emails, calls, and requests in a timely manner
  • Manage monthly expenses and invoice tracking with bookkeeper 
  • Liaise with company attorneys, accountant, bookkeeper, consultants, IT, designers etc.
  • Onboard new employees, benefit enrollment, tracking via Gusto, sourcing freelancers when needed 
  • Office operations including maintaining/ordering equipment, supplies, subscriptions etc. 
  • Coordinate travel, reservations, itineraries 
  • Special projects including company gifting, team events, outings, holidays 
  • Limited personal scheduling, errands and projects 


Qualifications:


  • Bachelor’s Degree 
  • 8+ years of experience as an Executive Assistant; previous experience working for a CEO
  • Experience working in a fast-paced agency environment, multitasking, administrative coordination, and logistics (ideally in applicable field) 
  • Excellent written and verbal communication skills
  • Extremely organized, detail-oriented, and able to self-manage multiple projects at once with seamless execution 
  • Proficient with Quickbooks, invoicing, expenses, budgeting 
  • Demonstrate a high level of customer service and phone etiquette
  • Handle confidential matters appropriately and with discretion
  • Confident in quick and effective problem-solving 
  • Positive, professional, proactive, diligent and flexible
  • Polished with an elevated, creative aesthetic 
  • Proficient in Microsoft Office suite, Gusto, Google Drive, Quickbooks, Apple products


Here are just a few reasons why you’ll love working at Chasen Creative Media:


  • Work with an amazing team and top brands in the industry
  • Beautiful offices for collaboration with colleagues and clients
  • 15 PTO days and Paid Holidays
  • Paid Winter Break between Christmas and New Year’s Day—in addition to regular Paid-Time-Off (PTO) and paid holidays
  • Paid medical, dental and vision insurance premium for employees; family coverage available
  • Monthly Employee Wellness stipend
  • Work-related travel opportunities 
  • Team-building events

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