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Executive Assistant

2 months ago

West Hollywood, United States Tri Star Sports and Entertainment Group,Inc Full time
Job DescriptionJob DescriptionTri Star Sports and Entertainment Group is a renowned business management firm serving high net-worth clients in the sports and entertainment industry. Tri Star provides comprehensive financial and advisory services including accounting, tax, tour management and wealth preservation strategy. We foster a culture of professionals who are committed to super serving our clients and their trusted advisors. Tri Star seeks to employ innovative methods to provide the highest level of accounting and business management services. We create a financial foundation and path to sustain growth and stability which allows our clients to focus on their fullest professional and personal goals.


*This position is required to report to our West Hollywood office with no remote or hybrid options*


This position requires a highly organized individual who possesses strong initiative and has the ability to complete multiple projects in a deadline driven environment. This individual must be able to communicate effectively and understands the need to work in an integrated manner with other members of the department in furtherance of goals, objectives, and knowledge.


Entry level candidates will not be considered for this role. All applicants are expected to have relative work experience in the Entertainment Industry or another field supporting high net worth individuals in a fast paced environment.


Job Essentials, Responsibilities, Duties

  • Attend meetings and calls with Executive.
  • Coordinate and confirm scheduling of meetings/calls; maintain/update calendar for Executive.
  • Receive and screen visitors/incoming calls to determine priority and provide detailed notice with information necessary to accurately execute meetings.
  • Coordinate travel arrangements, prepare itineraries, confirm details and communicate finalized agendas.
  • Enter time in company’s timekeeping system accurately and consistently for self and Executive.
  • Maintain client relations, accommodating client requests, inquiries, and concerns as necessary.
  • Accommodate clients and trusted advisors in the absence of Executive.
  • Track and update logins, passwords, and all sensitive information as instructed.
  • Maintain Executive's open items list.
  • Assist Leader with ad hoc tasks as assigned.
  • Assist in creation and implementation of programs to support key strategic initiatives furthering growth of the firm and staff.
  • Maintain a high level of working knowledge in Excel and basic accounting software systems.
  • Perform clerical accounting functions as necessary.
  • Keep up to date and familiarize yourself with all accounting-based company policies and procedures.
  • Execute decisions, organize and delegate work to staff in the absence of the Executive as necessary.
  • Perform various highly sensitive and confidential executive and administrative support tasks as requested.
  • Responsible for execution of client ancillary support tasks and projects as directed by accounting team or Executive.
  • Scan, file and other basic administration to support staff and manager.
  • Point person to coordinate with all automobile, vehicle, equipment, acquisitions and sales.
  • Execute ad-hoc administrative assignments and manage projects as assigned.
  • Maintain professional communication with clients and Trusted Advisors.
  • Run internal direct report team meetings.
  • Prioritize matters and tasks for the team; effectively communicating updates to appropriate parties, and solicit assistance where needed.
  • Coordinate and maintain accurate and organized records of all client possessions and assets such as credit cards, registrations, important documents, etc.
  • Maintain client master login list.
  • Manage team phone as defined by the company policy.
  • Ensure insurance renewals happen by managing the projects.
  • Assist with completion of all applications or client forms.
  • Assist with vendor management.
  • Assist with insurance claims.
  • Assist with insurance renewal applications.
  • Assist with real estate applications and paperwork.
  • Assist with vehicle purchase applications and paperwork.
  • Assist with vendor relationships.
  • Complete fulfillment forms and/or vendor start paperwork Specific Job Knowledge, Skills, and Abilities.
  • Strong project management and organizational skills.
  • Superior verbal and written communication skills.

Qualifications