The Grapevine Agency

Executive Assistant/Office Manager to Entertainment Company CEO
Salary: Up to 120K DOE plus Health benefits
Location: TBD, either Studio City or Culver City, they are currently looking for office space
Hours: Monday through Friday, 9am – 6pm with some flex as might be needed
The CEO of a newly-formed entertainment company focused on developing the work of an award-winning and highly popular children’s author is seeking a motivated and engaged Executive Assistant/Office Manager.  This is a unique opportunity to work with a warm, dynamic CEO who has a deep track record of expanding the reach and impact of global brands across content, licensing and partnerships. The company is scaling up to hire a variety of roles and will be a team of more than twenty people.
This organization’s startup mentality empowers the Executive Assistant to be a strong right hand to the CEO. You will ensure that their day-to-day is managed, and there is also opportunity to take on projects independently and make creative contributions. While this role does call for the full range of basic admin needs, we seek someone who is creative, ambitious, and self-motivated to leverage their time and talent beyond those functions. We welcome those who thrive in a non-traditional, impact-driven environment. We seek to find someone who is comfortable working in a cross-functional team environment driven by the positive, collaborative spirit that part of the mission of the company.
About the role
The Executive Assistant to the CEO will support the day-to-day functions that help drive productivity at all levels of the organization. They will handle a wide range of administrative and executive support-related tasks, as well as supporting selected tasks for company programs and initiatives as needed. You will also help manage the office, mentor other administrative employees and help create a fun but focused culture.  The main objective is to manage a seamless flow of all things professional (and a JUST a bit of personal as needed) for the CEO.
Ideal candidates must be highly organized and have great time management skills to properly prioritize the many tasks assigned to them. They will need to be a skillful problem-solver with strong organizational abilities, exceptional communication skills, and have the ability to support in multiple areas.  Please also have ample experience working with a variety of work styles as this individual will need to work well with very senior people in creative, finance and many other types of roles.
What You’ll Do
· Oversee the CEO’s professional calendar by seamlessly scheduling all meetings and generating agendas and all communication handoffs with professionalism and efficiency
· Support all travel arrangements, including booking, confirming and putting together itineraries
· Manage expenses for the CEO
· Take notes during meetings/calls
· Develop and maintain appropriate document filing systems, and ensure compliance with records retention procedures
·       Create and edit presentations, excel files, documents and reports for the CEO as required
· Build high-functioning relationships with other company Employees to help build collaborative culture and effective problem-solving
· Coordinate necessary office needs & act as a liaison between CEO and team members (office supplies, snacks, flowers, etc.)
· Oversee special projects as assigned by CEO
· Be the consummate host and welcoming party to all guests arriving at the company’s offices
· Spearhead coordination, planning and production of company-wide in-person offsite, holiday parties, and other special events
· Manage relationship stewardship that includes sending thank you notes and ordering gifts
Qualifications, Experience & Knowledge
· Previous extensive experience as an Executive Assistant and/or Office Manager
· Tech-savvy and have extensive experience with Google suite, Microsoft Office Suite, Keynote, Adobe Acrobat, Zoom/Teams
· Ability to work under pressure in a fast-growing, startup environment
· Outstanding organizational skills and attention to detail
· Exceptional verbal and written communication skills
· Extreme discretion and respect for the privacy of your employers
· Proactive approach to problem-solving
· Ability to multitask and strong time-management skills
· Positive attitude, sense of humor, confidence and humility
· Proven work ethic and integrity

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