Admin Assistant

Our client, a highly influential entertainment company located in the heart of West Hollywood is seeking a dedicated Administrative Assistant to provide high-level support to the Chief Administrative Officer (CAO). This role is an essential part of the executive team, ensuring seamless daily operations and facilitating communication across the organization.

Job Summary

As the Administrative Assistant, you will assist the CAO in managing schedules, communication, and administrative tasks critical to the company’s success. You’ll thrive in this role if you’re detail-oriented, highly organized, and skilled at juggling multiple priorities under tight deadlines. Discretion, professionalism, and a commitment to excellence are paramount.

Key Responsibilities

• Calendar Management: Schedule, coordinate, and update the CAO’s calendar to ensure efficiency and prioritization.
• Communication: Serve as the liaison between the CAO and internal/external stakeholders. Handle correspondence, phone calls, and emails with discretion and professionalism.
• Meeting Coordination: Organize and prepare agendas for meetings, ensure materials are ready in advance, take meeting minutes, and follow up on action items.
• Travel Arrangements: Book and manage travel, accommodations, transportation, itineraries, and related documents.
• Document Management: Draft, proofread, and edit reports, presentations, and other documents while maintaining confidentiality.
• Expense Reporting: Track, reconcile, and submit the CAO’s travel and entertainment expenses accurately and on time.
• Project Support: Assist with research, special projects, and event planning as needed.
• Office Support: Provide general administrative assistance, including filing, data entry, and organizing materials for meetings and projects.

Key Qualifications

• At least 3 years of experience as an executive or administrative assistant, preferably supporting senior executives.
• Superior attention to detail and the ability to follow through on multiple tasks in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong problem-solving and organizational skills with the ability to meet tight deadlines.
• High level of discretion and confidentiality in handling sensitive information.
• Exceptional interpersonal skills, with the ability to work collaboratively with various teams and stakeholders.
• Proficiency in Outlook and the Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of travel booking tools and expense reporting systems is a plus.
• Ability to work occasional nights and weekends when necessary.

Work Environment

This role is onsite at our West Hollywood office and requires regular in-office attendance.

Compensation

• Hourly rate of up to $27/hour, commensurate with experience.

Disclaimer

This job posting is intended to build a pool of qualified candidates for our database. While this specific role may not currently be available, we are proactively gathering talent for when similar opportunities arise in the market. By submitting your application, you agree to be contacted regarding future positions that match your skills and experience.