Executive Assistant, Special Projects and Events

1 week ago

Lititz, United States Rock Lititz Full time
Job DescriptionJob Description

POSITION MISSION: (The essence of the job)

We are seeking an experienced and highly organized Executive Assistant to support our executive team in the dynamic and fast-paced entertainment industry. The ideal candidate will be responsible for managing complex schedules, coordinating events, handling confidential information, and assisting with various administrative tasks.

POSITION OUTCOMES: (What must get done and how will we measure success)

  • Manage and optimize complex calendars, coordinating meetings, appointments, and events across multiple time zones.
  • Coordinate schedules for Executive Team.
  • Arrange detailed travel itineraries, including flights, accommodations, transportation, and reservations for Executive Team.
    • Handle last-minute changes or cancellations, ensuring seamless travel experiences.
    • Prepare and organize necessary travel documents, such as visas, passports, and itineraries.
  • Schedule and coordinate meetings with stakeholders, clients, etc.
    • Manage and coordinate communications and logistics for video conferences and other virtual meetings, ensuring technical setups are handled smoothly.
    • Prepare and distribute meeting agendas, materials, and presentations in advance.
    • Attend meetings to take detailed notes, capturing key decisions, and tracking action items.
    • Distribute meeting minutes and follow up on action items to ensure timely completion and report progress to the executives.
    • Assist in organizing and coordinating campus and community events.
    • Organize logistics and additional details to ensure event success.
    • Manage guest lists, RSVPs, and registration for various events.
  • Support the Rock Lititz team in managing various projects, including tracking deadlines, coordinating with vendors, and ensuring deliverables are met.
  • Ensure that all communications and documents are handled according to company policies and industry standards.
  • Prepare and submit expense reports, ensuring accuracy and adherence to company policies.
  • Maintain confidential files, records, and legal documents, ensuring they are organized and accessible.
  • Assist with lease paperwork.
  • Assist with insurance claims and maintain up-to-date COIs from vendors and tenants
  • Order office supplies, manage inventory, assist with special projects, and handle other administrative tasks as required.

JOB SKILLS:

CRITICAL

  • Bachelor’s degree in business administration, Communications, or a related field preferred.
  • Minimum of 5 years of experience as an Executive or Administrative Assistant, preferably within the entertainment industry.
  • Exceptional organizational and time management skills with the ability to manage multiple priorities.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with industry-specific software.
  • Strong problem-solving skills and the ability to think critically under pressure.
  • Ability to maintain discretion and confidentiality in all aspects of work.
  • Strong interpersonal skills with the ability to work well with a diverse team and high-profile individuals.
  • Ability to thrive in a fast-paced, high-pressure environment.
  • Can work standard business hours with the possibility of overtime, including some evenings and weekends, based on industry demands.
  • Position is primarily office-based with occasional travel to production sites, events, and meetings.

CULTURAL

  • Committed to a culture of care when interacting with all members of the Rock Lititz community.
  • Ability to work with a diverse group of people.
  • Comfortable receiving direction from multiple individuals.
  • Ability to maintain a professional demeanor when dealing with conflict.
  • Friendly, outgoing, and helpful.
  • Collaborator with a positive attitude and is open to learning.

Rock Lititz is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status, or any other status protected by federal or state law.

Company DescriptionRock Lititz is a one-of-a-kind production community that supports innovative creativity within the live event industry.Company DescriptionRock Lititz is a one-of-a-kind production community that supports innovative creativity within the live event industry.

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