Job Description

Location: Hybrid, Burbank, CA

Salary: Up to $40/hr

LHH is seeking an Executive Assistant to support our client's Executive. This critical role involves providing high-level administrative support to ensure the Executive's business and personal tasks run smoothly. The ideal candidate is personable, extraordinarily detail-oriented, sharp, quick on their feet, and able to juggle multiple tasks. This role serves as the primary point of contact in a fast-paced office environment on all matters pertaining to the Executive and requires exceptional organizational skills.

Responsibilities:

Executive Assistant (EA) Responsibilities:

• Communicate directly and on behalf of the Executive with Board Members, staff, and others.
• Manage meetings, including booking conference rooms, catering, and arranging visitor passes.
• Arrange and book heavy international and domestic travel, accommodations, hotels, meetings, and meals.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion.
• Answer telephone calls, screen and log calls, and take messages.
• Arrange the Executive’s calendar and schedule meetings.
• Manage the Executive’s time to ensure the schedule stays on track.
• Manage all elements of files and records.
• Handle special projects, including assisting with corporate events and company-wide meetings.
• Be on-call, especially when the Executive is traveling.
• Some travel may be required.

Personal Assistant (PA) Responsibilities:

• Manage the family personal calendar (important events/dates, birthdays, etc.).
• Send and arrange gifts for events.
• Arrange family appointments for personal and professional needs, including family dinner reservations.
• Maintain and organize the contacts database.
• Book family travel arrangements, including flights, rental cars, car services, and hotels.
• Communicate with household staff, including housekeepers, private chefs, nannies, and security.
• Schedule home maintenance and repair work and supervise the project.
• Communicate with the business manager.
• Manage and audit financial statements, invoices, and bills for the family.
• Reconcile family credit card statements and organize and track purchase receipts.
• Manage and submit expense reimbursements for the family.
• Plan, organize, and manage events.
• Some travel may be required.

Requirements:

• A 4-year college degree is preferred.
• Ability to make executive decisions on behalf of the Executive.
• Ability to multitask, work with limited supervision, and adjust easily to changing priorities.
• Previous experience supporting senior executives in the entertainment industry.
• Must have experience booking heavy international and domestic travel.
• Maintain a professional demeanor in all situations.
• Demonstrate a positive and personable attitude.
• Highly motivated with a desire to be successful.
• Strong organizational skills with an ability to effectively multi-task.
• Polished presentation skills with the ability to confidently react to situations in a timely and professional manner.
• Must be able to work flexible hours, including some evenings and weekends.
• Strong sense of integrity, confidentiality, diplomacy, and professionalism required.
• Ability to work with limited to no supervision and to adjust easily to changing priorities.

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