Executive Assistant, Talent Agency

Job Description

•

The Executive Assistant position will provide administrative support by covering phones, scheduling, expenses and other administrative duties for the senior legal and business executive. In addition, the role will assist with legal duties including drafting, form/template creation, and additional special projects at the executive's discretion, including assessing existing practices and systems and monitoring for changes consistent with changing rules, guidelines, best practices, etc. all as in the Company, department's, and executive's best interest.

JOB DUTIES
• Provide direct administrative support
• Proactively manage busy calendar , confirm and schedule meetings, as well as handle meeting setup and assist with meeting preparation
• Answer calls, respond to inquiries, and manage phone sheet
• Prepare, process and submit expense reports for executive and transition teams, as required
• Manage, assist and coordinate client projects
• Manage influx of various documents, including contracts, personnel requests, and client representation documentation; facilitates signature and delivery
• Manages, reviews and archives confidential documents and attorney work product
• Draft correspondence for review and obtain clearance or approval when necessary
• Perform other related duties, including special projects and assignments, as requested
• Provide administrative support to the Legal department and assist with filings and other documentation as requested
• Draft communications for department and other internal or external personnel
• Assist with administrative tasks as assigned and brainstorm/assist with updating or modifying systems to efficiently maintain best practices
• Review, track, manage and assist with administration and processing of invoices, including signature and delivery
• Coordinate executive travel, if/as, needed

POSITION QUALIFICATIONS
• 3 or more years serving in a fast-paced administrative type function
• Outstanding organizational skills
• Excellent verbal and written communication skills
• Ability to work with a sense of judgment, decisiveness, courtesy and professionalism
• Strong attention to detail and ability to summarize complex information in a clear, concise manner
• Ability to work independently with an ability to proactively provide support and contribute to further efficiencies
• Must be able to work with absolute trust and discretion and be effective at maintaining a high level of confidentiality with information/communication received and disseminated within the department, Company and to/from outside parties.
• Must have experience in handling confidential information appropriately
• Must be extremely resourceful and able to resolve issues independently
• Must have outstanding judgment in handling delicate and discreet situations and in what to prioritize
• Proven ability to effectively prioritize and juggle very busy schedule while managing multiple, frequently changing priorities and office tasks in a calm, systematic and courteous/respectful manner with diligent tracking and follow through on all tasks until completion.
• Must be able to handle schedule management with pleasant upbeat attitude-- Ability to be pleasantly persistent with diligent follow-up to ensure executive's busy calendar stays on schedule
• Bachelor's degree

DESIRED QUALIFICATIONS
• Previous experience assisting an executive level position
• 2+ years of administrative experience providing executive support. Entertainment industry experience strongly preferred
• Previous experience working at a law firm, in a legal department or other prestigious professional services company
• Knowledge of legal language, procedures, workflow and processes

REQUIRED COMPUTER SKILLS
• Proficiency with Windows OS + Microsoft Office Suite (e.g. Outlook, Microsoft Word, PowerPoint and Excel)
• Familiarity with basic technical support and other software or portal systems

Jobcode: Reference SBJ-rvpqq0-3-137-171-121-42 in your application.