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Executive Assistant to the Chief Administrative Officer
3 months ago
Who We Are
Our client is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, trademark licensing, and philanthropy. Distinguished by its culture of collaboration and exceptional client service, their diverse workforce identifies, innovates, and amplifies opportunities for the people and organizations that shape culture and inspire the world. The trailblazer of the agency business, our client was the first to build a sports business, create an investment bank, launch a venture fund, found technology start-up companies, establish a philanthropic arm, build a business in China, and form a brand marketing services division, among other innovations. Named Most Valuable Sports Agency by Forbes for eight consecutive years, our client represents more than 2,000 of the world’s top athletes in football, baseball, basketball, hockey, soccer, in addition to coaches, on-air broadcasters, and sports personalities and works in the areas of broadcast rights, corporate marketing initiatives, social impact, and sports properties for sales and sponsorship opportunities. Founded in 1975, our client is headquartered in Los Angeles, and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai, and Beijing, among other locations globally.
The Role
Executive Assistant sought for the Chief Administrative Officer (CAO). The EA should be proactive and detail oriented. This role manages the office for a busy C-suite executive and lawyer. The candidate must be comfortable working with individuals in a variety of roles both within and outside of the agency.
Responsibilities
- Handle high-volume calendar and schedule.
- Prepare daily “To-Do” Lists in addition to managing follow-up files and determining which items can
be handled directly by the assistant on the executive’s behalf.
- Understand the workflow relationships for the Office of the Chief Legal Officer (OCLO) and CAO, as
well as the agency at large.
- Liaise with multiple external legal counsels on active litigation cases, subpoenas and contracts.
- E-file high volume of documents and send documents for e-sign as requested.
- Access and run reports on NetDocs legal database, hCue and other corporate databases.
- Organize and update hard copy files, ensuring all relevant documents are within reach.
- Organize and maintain high-volume calendars, creating efficiency and balance in daily/weekly/monthly schedules
- Handle internal and external requests for time, utilizing strong judgment in prioritization and flexibility to meet scheduling changes and shifting priorities
- Anticipate needs, problem-solve for challenges, and manage emerging issues in a proactive manner
- Provide in office coordination for large meetings, lunches and team meetings
- Coordinate heavy and complex travel including all associated logistics
- Be a collaborative and reliable cross-functional partner
- Assist with creating presentation materials and resources
- Complete monthly expense reports and other administrative tasks
- Plan and coordinate various team events
- Contribute to initiatives and projects in addition to your core role
- Perform other varying personal and professional administrative tasks as needed
Qualifications
- BA/BS from an accredited 4-year University or College preferred
- English major or other major where extensive writing is preferred
- 5+ years of relevant administrative assistant experience
- Prior agency, law firm or experience supporting executives in a legal department is a plus, but not required
- Proficiency in Microsoft Outlook, PowerPoint, Word, Excel, Adobe Acrobat Professional, and Internet
- Must possess strong organizational, interpersonal and communication skills (including excellent phone/e-mail etiquette) and be able to manage through ambiguity effectively
- Must possess the ability to pay close attention to detail
- Must have the ability to meet deadlines and able to juggle multiple tasks simultaneously
- Strong follow-up and project management skills
- Able to work in a fast-paced and team-oriented department
- Must be resourceful and possess good judgment
- Ability to properly and discreetly handle sensitive and confidential information
Location
This role will be on-site based out of the Century City office.
Compensation
The target range for this position is $30-$39/hour but compensation will ultimately be based on an individual candidate’s experience and may vary from this posted range.
