Executive Assistant

1 month ago

Venice, United States Neophonic Music & Media Full time
A well-respected, A-List Music Supervision Company, is seeking a qualified Executive Assistant to support the Owner/CEO of the company. The candidate must have had previous experience as an Executive Assistant in a fast-paced environment, be a motivated self-starter and creative thinker, have strong organizational, written and oral communication skills, and have the ability to multi-task and thrive in an energetic and deadline-driven environment. Prior work experience in the music industry (film, tv, production, publishing, licensing, A&R, etc.) is strongly preferred.

PLEASE INCLUDE COVER LETTER

Responsibilities and Skills
  • Detailed organization and time management for yourself and others.
  • Script management: reading, breakdown, organization, etc.
  • Extensive knowledge of phone systems/operations: rolling calls, setting up conference calls, phone log, tracking, etc.
  • Maintain and update large "contacts" and "to-do list" databases.
  • Maintain multiple calendars with frequent rescheduling, planning, travel and more as needed.
  • Maintain up-to-date awareness of the Executive's obligations and proactively assist and/or anticipate needs.
  • Work closely and effectively with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately when necessary.
  • Act as the filter/front line for the Executive.
  • Prioritization of conflicting needs; handling matters expeditiously and proactively with follow-through on projects to successful completion (often under the pressure of multiple deadlines).
  • Handle sensitive information with discretion and professional judgement.
  • Manage all incoming email correspondence and filing from multiple inboxes.
  • An understanding and operation of all office equipment (phones, copier, computer, printer, etc.)
  • Maintain files and process reports in accordance with company policy.
  • Manage all travel: production departments, airlines, hotels, airports, drivers, etc.
  • Work closely with the office manager and accounting personnel

Requirements
  • High-level, professional communication skills, both verbal and written (with a focus on excellent grammar, spelling, and structure).
  • Extensive knowledge/familiarity with all programs and apps used in the office i.e., Outlook, Apple, MS Word, MS Excel, Google Calendar, Google Sheets and more. The ability to problem solve between these various programs is a must.
  • An inherent desire to optimize processes and make the office more efficient.
  • The ability to multi-task at a high level.
  • Excellent listening skills, typing efficiency and accurate note taking.
  • Meticulous attention to detail

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