Executive Assistant

Russell Tobin's client is hiring an Executive Assistant in Santa Monica, CA

Employment Type: Contract

Location: Onsite - Santa Monica, CA 90404

Pay rate: $33-$35/hr

Responsibilities:

Regularly and directly support the Executive with carrying out their duties, including, but not limited to, preparing corporate documents and presentations, reviewing and analyzing information and documents relating to business operations, managing critical projects, coordinating business projects, interviews, etc.

Regularly and directly support the Executive with their correspondence. This may include managing the Executive’s email.

Manage the Executive’s schedule, which includes, but is not limited to, planning and coordinating internal/external meetings, conferences, business and personal travel (domestic and international), etc. Anticipate critical events and the Executive’s needs.

Serve as gatekeeper for the Executive by screening, prioritizing, and escalating requests and inquiries.

On behalf of the Executive, regularly and directly interact with clients, potential clients, artists, and other high-level/VIP persons, and establish and maintain relationships (internal and external).

Manage Executive’s meetings and presentations, which includes, but is not limited to, meeting organization, document preparation, and occasional coverage and taking minutes/notes.

Support Executive with civic and industry commitments. This may include attendance at industry events.

Manage additional assistants, where applicable, and uphold a strict level of confidentiality.

Regularly exercise discretion and independent judgment in performing the above.

Additional duties as assigned.

Requirements:

Over 10 years of experience supporting C-Level executives (CEO, EVP, President, etc.) with the highest level of discretion and confidentiality; adept at managing sensitive information calmly and professionally while exercising independent judgment on significant matters.

Dynamic and assertive with a professional demeanor; excels in written and verbal communication, customer service, and follow-through; adaptable to various personalities and situations with excellent attention to detail.

Self-starter who thrives under pressure, anticipates needs, solves problems proactively, considers multiple options, and takes decisive action with minimal supervision.

Highly organized with proven ability to prioritize tasks, implement administrative procedures, and manage time effectively in fast-paced, ever-changing environments.

Strong proficiency in Outlook and Microsoft Office; skilled in creating efficiency through technology and music-based systems; preferred experience in music or entertainment industries.

Advanced knowledge of domestic and international travel logistics, including itinerary planning; able to work flexible hours, travel as needed, and sit or stand for extended periods.

Demonstrates professional knowledge of the business; experienced in working effectively with senior-level clients and C-Suite executives while maintaining extreme discretion and confidentiality.

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.