EXECUTIVE PERSONAL ASSISTANT TO THE CEO
Location: Burbank, California
Category: Entertainment - Podcasts & Media
Type: Full-time
Min. Experience: Manager
Salary: $70,000 - $85,000
Job Description:
The Executive Personal Assistant to the CEO provides executive, administrative, and personal support to the CEO of a podcast and video company. This position is a balanced mix of professional and personal assistant responsibilities assisting the CEO with tasks she needs accomplished to free her up to drive the business. This in-office position will help field internal and external inquiries, acting as the first tier of contact for the CEO. The position manages her calendar, including the booking and management of all travel needs. To be successful in this role, you should be well-organized, be able to communicate clearly and professionally, have exceptional time management skills, discretion, and be able to act without guidance.
Responsibilities:
Schedule and coordinate a heavy volume of complex and shifting weekly calls and meetings with internal executives and external creative, production, agencies, and artistic talent
Take notes on calls and in meetings for executive as needed
Send a daily schedule for all appointments and provide reminders throughout the day to stay on schedule
Support, track and follow up on outstanding items for executive's projects, tasks and approvals in all stages of development, recordings, launches and/or production, including communicating with respective staff to coordinate and meet deadlines as needed
Organize lunch orders and coffee and tea service for CEO and other staff or guests as needed
Assist with vetting, researching and approvals of incoming requests from external partners, advertisers, creative collaborators
Perform special projects for overall network support and podcast productions as assigned, including research, writing, drafting presentation materials, fact checking, live events support, etc.
Carefully and professionally handle confidential company information, documents, and matters requiring executive approval
Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-sites, and team social events)
Attend staff meetings, participate as needed including note taking, and follow through as necessary
Track and keep executive abreast of birthdays, anniversaries, holidays, and other important events; manage the purchase and delivery of gifts as directed
Support the executive with personal tasks including running errands, home management, scheduling medical appointments, office supplies, gift purchasing, orders and tracking deliveries, dry cleaning, picking up prescriptions, etc.
Handle a variety of property management tasks for personal and rental properties including scheduling maintenance and repairs, coordination of house cleaning and lawn services, etc.
Coordinate dining reservations and ad hoc personal requests including shopping as necessary for groceries, home items, vehicle maintenance and gas, etc.
Sort and handle incoming mail, pick up office mail at P.O. Box and office space, manage outgoing mail as necessary
Assist with pet care and vet services
Qualifications:
Minimum 2 years of administrative assistant experience at an executive level, including managing executive-level calendars
Minimum 4 years podcast, film/television production, post-production, studio, network, agency or related industry experience
Strong written and verbal communication skills with attention to detail
The ability work effectively under daily time constraints and use discretion in managing sensitive communications and business relationships
Exceptional organizational, time-management, analytical, problem-solving, and prioritizing skills
Deep understanding and affinity for pop culture, comedy, true crime and mystery topics
Academic, journalistic, or podcast related research experience
Strong creative and story skills
Resourceful and a self-starter
Approachable with ability to professionally interface with high level executives
Ability to contribute ideas in a creative group atmosphere
Ability to respond effectively and efficiently while maintaining flexibility, composure and a good sense of humor
Proven experience building solid, collaborative relationships with other assistants and team members at all levels of title and responsibility
Adept at technology, including virtual platforms (such as AirTable), and both Mac and PC systems
Experience and proficiency with Microsoft Office and Google Products
Familiarity with relevant podcast platforms
Required Education:
Bachelor's Degree or equivalent work experience
Work Environment:
Standard office environment in Burbank
Availability to assist at executive’s place of residence for personal tasks as needed
Often required to work weekend and/or non-standard hours
Travel may be required
Salary & Benefits:
Listed salary range is approximate, final salary will be determined commensurate with experience
Generous medical, dental, vision, life benefits
401k match
PTO, sick leave, paid holidays
Exactly Right Media is an equal opportunity employer.
This job description is designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job.
