Job Description
We are seeking a sharp, proactive, and highly organized Executive Assistant to support a partner at the firm with a high-profile, talent-heavy client base. This is a fast-paced, single-principal desk that demands strong multitasking, anticipation, and judgment. The role reports to and works closely with the Chief of Staff to keep the partner's days running seamlessly. Absolute discretion and confidentiality are essential.
This role works alongside the partner's second assistant. The two coordinate closely to divide duties and ensure seamless coverage, working as a team to keep the desk running smoothly.
Key responsibilities include managing a high-volume calendar and phone traffic, coordinating meetings and travel, tracking agreements and payments, maintaining an organized contact database and digital filing system, and ensuring the partner and Chief of Staff are present at every call and meeting.
Qualifications
• Bachelor's degree or equivalent experience
• Preferred: a minimum of 2 years of experience in entertainment, a law firm, or an in-house studio, with experience managing a high-volume desk
• Self-starter with the ability to multitask, an excellent work ethic, and a commitment to managing assignments with professionalism and integrity
• Strong written and verbal communication skills
• Proficiency in Microsoft Excel is required. Must be comfortable building and maintaining trackers and working in spreadsheets regularly
• Comfortable using AI products and tools as part of a daily workflow
• Proficient in DocuSign, with basic familiarity reading and routing contracts and agreements
• Strong PC skills, including Microsoft Word, Outlook, and Adobe
• Ability to anticipate and prioritize the evolving needs of a high-volume desk
• Proficient in Studio System and IMDb Pro
Outline of Duties
• Calendar management: scheduling calls and meetings across a fast-moving, frequently changing schedule
• Coordinating business travel, meetings, and networking events
• Managing high-volume phone communications and maintaining an organized phone sheet
• Ensuring Kevin and the Chief of Staff join all calls and meetings promptly, sending timely reminders ahead of each and confirming attendance
• Capturing every new contact into Kevin's contact database and maintaining a system to keep all records clean, current, and organized
• Building and maintaining an organized digital filing system
• Coordinating daily duties and coverage with the other assistant to keep the desk fully staffed and nothing dropped
• Managing workflow by communicating follow-ups and reminders
• Sending agreements to clients for signature and tracking the status of agreements and payments
• Tracking and securing client payments and firm commissions
• Monitoring emails and delivering prompt, professional, and efficient responses
• Managing incoming and outgoing mail
• Interfacing with clients and addressing their needs, concerns, and questions
• Drafting formal emails, memos, bios, letters, and other documents
• Handling day-to-day needs for Kevin as they arise, anticipating logistics before they become urgent
Pay rate: $40.86 - $48.08
Actual compensation will be determined by factors including market rates, relevant experience, skills, education, and internal pay structure.
Classification: hourly, non-exempt
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or any combination of these characteristics.