Executive Assistant at Geek/Pop Culture Events Company

4 weeks ago

Fort Lauderdale, United States GalaxyCon Full time

Job Summary:

GalaxyCon is a festival of fandom that celebrates comic books, pop culture, sci-fi, fantasy, anime, gaming, cosplay, and more. GalaxyCon is more than a comic-con, it's a galaxy of fun

We are looking for an Executive Assistant to join our team to assist the President and key management with our GalaxyCon virtual and live pop culture events.

This position is on-site in our Fort Lauderdale offices. This is not a remote position.

Key Responsibilities:

Personal Assistant to the President and key management:

  • Work closely with the President and key management, providing personalized support and handling day-to-day tasks.
  • Maintain confidentiality and discretion in all matters
Calendar Management:
  • Set appointments, prioritize, and manage the President's calendar.
  • Independently identify and resolve scheduling conflicts.
  • Anticipate the sequencing of meetings and proactively adjust schedules.
Meeting Coordination:
  • Coordinate, prepare, and support virtual, phone, and in-person meetings.
  • Attend meetings as required, take detailed notes, and follow up on action items.
Department Liaison:
  • Assist various departments (e.g., marketing, talent, fulfillment, customer service) on behalf of management.
  • Facilitate communication and collaboration across teams.
Travel Organization:
  • Arrange domestic and international travel for the President and staff.
  • Handle logistics, bookings, and itineraries.
Administrative Duties:
  • Handle administrative tasks, including filing, correspondence, and document management.
  • Ensure efficient office operations.
Errands and Special Projects:
  • Run errands as needed (e.g., picking up supplies, delivering documents).
  • Coordinate maintenance services such as HVAC repairs, plumbing issues, tow truck and electrical work while keeping detailed records of maintenance schedules and payments.
  • Take on special projects assigned by the President.
On-site Duties
  • Can include ordering food for green room
  • Errands to pick up supplies, help with ATMs, etc.
Qualifications:
  • At least 2 years experience required
  • Extreme attention to detail and highly organized
  • Works well under pressure, able to meet deadlines in a calm manner, and work on multiple projects simultaneously
  • Ability to thrive in an entrepreneurial environment
  • Strong written and verbal communication skills
  • Excellent organizational and project management abilities
  • A passion for comic books, pop culture, sci-fi, fantasy, anime, gaming, cosplay, and more
  • A willingness and ability to travel to GalaxyCon events, which may require working on weekends and holidays

We offer a competitive salary, comprehensive benefits package, and opportunities for growth and advancement within the company. If you are a self-motivated and detail-oriented individual with a passion for all things pop culture, we encourage you to apply for this exciting opportunity to join our team at GalaxyCon LLC.

Super Festivals LLC and GalaxyCon are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law.

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