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Executive Assistant

2 months ago

Las Vegas, United States Frequency Pictures Full time

About Us: Frequency Pictures is a dynamic, 10-time Emmy Award Winning, and growing commercial production company based in Las Vegas. We work with top ad agencies to produce high-quality content & brand activations engage audiences and drives results for our clients. As we continue to expand, we are looking for a dedicated and highly organized Executive Assistant to support our Founder and Executive Producer.

Position Summary: We are seeking an experienced Executive Assistant who thrives in a fast-paced environment and can seamlessly manage the administrative and operational needs of our Founder and Executive Producer. This role requires a proactive, resourceful, and detail-oriented individual who can handle a variety of tasks, from scheduling and communication to project management and strategic planning.

Key Responsibilities:

  • Calendar Management: Efficiently manage the Founder’s calendar, including scheduling meetings, coordinating with clients, and ensuring optimal time management.
  • Email Management: Act as the primary point of contact between the Founder and internal/external clients and contractors. Manage inbox, create labeling and sorting system, draft correspondence, and respond on behalf of the Founder as needed.
  • Project Coordination: Assist with the coordination and execution of production projects, including tracking timelines, managing budgets, and liaising with team members and clients.
  • Travel Arrangements: Organize and coordinate domestic and international travel, including flights, accommodations, itineraries, and meetings.
  • Office Management: Oversee the day-to-day operations of the office, including ordering supplies, managing vendor & contractor relationships, and ensuring a smooth work environment.
  • Web/Social Planning: Coordinate with web team to update website, work with social media team to ensure content is current and expectations are met.
  • Event Planning: Assist in planning and coordinating company events, client meetings, and other special projects.
  • Document Management: Prepare, review, and organize documents, presentations, and reports. Ensure all documents are properly filed and accessible.
  • Financial Assistance: Support the Founder with basic financial tasks such as invoicing, expense reports, and budget tracking. Work with other team members like bookkeeper and CPA to ensure they have proper documentation.
  • Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
  • Personal Assistance: Provide occasional personal support to the Founder, including managing personal appointments and tasks as needed.

Qualifications:

  • Experience: Minimum of 3-5 years of experience as an Executive Assistant, preferably in the film, media, or entertainment industry.
  • Education: Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
  • Skills:
  • Exceptional organizational and time management skills.
  • Strong written and verbal communication abilities.
  • Not afraid of phone conversations.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), G-suite, and project management tools.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Experience with travel coordination and event planning.
  • Basic financial knowledge and experience with invoicing and expense tracking.
  • Personal Traits:
  • High level of professionalism and integrity.
  • Proactive, resourceful, and solution-oriented mindset.
  • Ability to work independently and as part of a team.
  • Comfortable handling multiple projects simultaneously with keen attention to detail.
  • Adaptable and able to thrive in a dynamic, fast-changing environment.
  • Personable and communicative

Benefits:

  • Competitive salary and opportunities for performance-based bonuses.
  • Health insurance stipend.
  • Paid time off and holidays.
  • Opportunities for professional development and growth.
  • Opportunity to grow and manage a team.
  • Flexible work environment with the option for remote work.

How to Apply: Interested candidates should submit their resume and a cover letter detailing their experience and why they are a good fit for this role to jobs@frequencypictures.com -  Please include "Executive Assistant Application - [Your Name]" in the subject line.

Application Deadline: September 10th, 2024.

Frequency Pictures is committed to providing an inclusive and welcoming environment for all employees. We believe in hiring the best talent based on merit and ability, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or veteran status. We are proud to be an equal opportunity employer.