Full-Time Position | Los Angeles, CA
Up to 80K DOE plus FULL Benefits
Please Note: The following job description is for a confidential position. Due to the nature of the role, confidentiality and professionalism are paramount.
** The priority of this position is to be a master scheduler of an ever changing calendar. It is imperative to be able to see how a schedule will shift when meetings are either running later or have been changed.
General Administrative Duties:
Master Schedule Management: Update and maintain the talent’s comprehensive schedule, encompassing both professional and personal commitments.
Communication Coordination: Arrange phone/zoom/conference calls, take detailed notes during calls, and prepare briefing documents. Communicate effectively with the talent’s entire team, including management, agents, publicists, lawyers, and personal staff.
Reporting and Scheduling: Compile a weekly status report for the talent weekly. Share the weekly schedule with internal and external team.
Task Management: Maintain a ‘To Do’ list, ensuring all deadlines are met promptly. Assist in managing professional correspondence, including emails, letters, recommendations, and thank-you notes.
Travel and Logistics: Handle basic travel arrangements for the talent, including flights, accommodations, and transportation.
Gift Coordination: Organize and arrange all gifting on behalf of the talent for birthdays, holidays, and special occasions.
Maintain the talent’s personal contact list, including phone numbers, emails, delivery addresses, and assistant information.
Proven experience as an executive assistant or in a similar administrative role. Preference for those coming off a demanding desk at talent/agency.
Exceptional organizational skills and attention to detail.
Strong communication skills, both written and verbal.
Ability to maintain confidentiality and handle sensitive information with discretion.
Proficiency in scheduling and calendar management are KEY!
Flexibility in working hours, including weekends, based on the talent’s needs.
To apply for this job email your details to lori@thegrapevineLA.com