General Staff Jobs

WizeHire is an award-winning platform that helps small businesses grow with a better way to hire. We are currently assisting a local customer source top talent to fill their Assistant position in Los Angeles, CA, US

Seeking a detail-oriented person to assist at a Los Angeles-based entertainment company. Duties would include handling phones (including rolling calls, managing call logs, etc.), scheduling, and making appointments/reservations/travel arrangements. Additionally, the candidate would be assisting in the day-to-day management of the office operations and should be willing to travel.

Special Skills And Qualifications Include

• Previous experience as an assistant, clerical work, or in a managerial position.
• Strongly proficient in Word, Excel, PowerPoint, and Outlook.
• Candidates should be extremely detail and goal-oriented, possess excellent interpersonal, written, and oral communication skills, clerical skills, organizational skills, time management skills, and an ability to exercise good judgment, show initiative, and be proactive, as well as have high standards of ethics and confidentiality to handle sensitive information.

Part-time, with the potential to grow full-time.

Candidates will not be considered if they do not include a cover letter with their resume.
WizeHire

Our client is a reputable Financial Services Firm in Manhattan looking for a Personal Assistant/Event Planner to join their team.

Principal Responsibilities:

• Manage complex and ever-changing calendars for executive(s) and family members
• Own the design and coordination of private events, including liaising with vendors and handling vendor-related proposals, menus and other event-related matters for the home
• Responsible for researching and updating lists of vendors including caterers, florists, entertainment, décor, gift ideas, restaurants and venues
• Plan/coordinate travel, including domestic and international, and create travel itineraries
• Coordinate schedules with drivers and/or family members
• Handle any/all relevant personal errands, including purchasing/coordination of gifts and annual events

Requirements:

• Minimum of 3 years of Events and Personal Assistance experience
• Highly responsive with a 24/7 mentality
• Bachelors Degree preferred

The annual base salary range is $110 to $220k. Actual compensation offered to the successful candidate may vary from posted hiring range based upon geographic location, work experience, education, and/or skill level, among other things. Details about eligibility for bonus compensation (if applicable) will be finalized at the time of offer.

Atlas Search

LeadStack Inc. is an award-winning, one of the nation’s fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we’re proud to partner with some of the most admired Fortune 500 brands in the world.
 

Job Title: Administrative Assistant II (support SVP)
Location:Onsite – Miami, FL 33131
Duration: 3 months
Pay rate: $25-32 / hr on W2
Job Id:23-01234

General Summary:

• The key purpose of this position is to provide administrative support to 3 executives.
• The Administrative Assistant is working with the Networks and Distribution team and is expected to be integrated at various levels with the processes and activities relating to the day-to-day operation of the department.
• The Administrative Assistant should have an enthusiastic interest in the entertainment business and a proactive willingness to take on various administrative responsibilities that is required to keep the operation running effectively and efficiently.
• Working within their team, the Administrative Assistant is the interface/liaison for the company to connect the operations with both internal and external contacts – vendors, service providers, clients, SPT Departments, etc.
• A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether supervisors are in or out of the office.

Experience:
3+ years of administrative experience, preferably within a Fortune 500 company,
1+ year of experience within the media/entertainment industry is desired but not required.

Education:
​ Associate Degree or equivalent experience required.

Responsibilities:
Calendars & Phone Coverage (40%):

• Cover executives’ phones.
• Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or video conference details and ensure that all attendees receive an agenda prior to meeting as needed.
• Reservation of meeting and video conference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.

Travel Arrangements & Expense Reports (30%):

• Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program.
• Consistent follow up to avoid changes in cost.
• Cost effective research.
• Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed.
• Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission.
• Collect receipts from Executives required at the end of each month or upon return from a business trip.

Purchase Order processing and approvals (10%):

• Process purchase orders in Ariba and SAP.
• Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner.

Translations/PowerPoint Presentations (10%):

• Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested.
• Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.

Miscellaneous duties and special projects as required (10%):

• Liaise with clients on a regular basis.
• Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed.
• Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request.
• Request computer needs, equipment, programs and loaners as needed.
• Liaise with assistants to executives of other divisions.
• Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Assist with researching, exploring, and implementing acquisition and business development opportunities.

Knowledge/Skills/Abilities:

• Bilingual (Spanish/English) with high proficiency in both oral and written is preferred. Preference for professional ability to translate written communications and/or documents (English to Spanish as well Spanish to English).
• Good judgment, dependability, integrity, and discretion are required.
• Track record of success and recognition in effectively carrying out administrative function.
• Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.
• Strong interpersonal skills with an ability to build effective relationships.
• Ability to work effectively in team environment, as well as individually.
• Ability to multitask and effectively function in an ever-changing business environment.
• Self-motivated individual who knows where to go to find answers to questions.
• Strong verbal and written skills to effectively handle business correspondence and communications.
• Represent *** Entertainment in a professional manner to internal and external contacts.
• Impeccable attention to detail and organizational/project management skills.
• Strong working knowledge of office management software applications (Microsoft Office) and ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, Travel requisition/Authorization System, SAP.)

To know more about current opportunities at LeadStack, please visit us at  https://leadstackinc.com/careers/

Should you have any questions, feel free to call me at 650-984-7004 or send an email on [email protected]
LeadStack Inc.

LeadStack Inc. is an award-winning, one of the nation’s fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we’re proud to partner with some of the most admired Fortune 500 brands in the world.
 

Job Title: Administrative Assistant II (support SVP)
Location:Onsite – Miami, FL 33131
Duration: 3 months
Pay rate: $25-32 / hr on W2
Job Id:23-01230

General Summary:

• The key purpose of this position is to provide administrative support to 3 executives.
• The Administrative Assistant is working with the Networks and Distribution team and is expected to be integrated at various levels with the processes and activities relating to the day-to-day operation of the department.
• The Administrative Assistant should have an enthusiastic interest in the entertainment business and a proactive willingness to take on various administrative responsibilities that is required to keep the operation running effectively and efficiently.
• Working within their team, the Administrative Assistant is the interface/liaison for the company to connect the operations with both internal and external contacts – vendors, service providers, clients, SPT Departments, etc.
• A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether supervisors are in or out of the office.

Experience:
3+ years of administrative experience, preferably within a Fortune 500 company,
1+ year of experience within the media/entertainment industry is desired but not required.

Education:
​ Associate Degree or equivalent experience required.

Responsibilities:
Calendars & Phone Coverage (40%):

• Cover executives’ phones.
• Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or video conference details and ensure that all attendees receive an agenda prior to meeting as needed.
• Reservation of meeting and video conference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.

Travel Arrangements & Expense Reports (30%):

• Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program.
• Consistent follow up to avoid changes in cost.
• Cost effective research.
• Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed.
• Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission.
• Collect receipts from Executives required at the end of each month or upon return from a business trip.

Purchase Order processing and approvals (10%):

• Process purchase orders in Ariba and SAP.
• Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner.

Translations/PowerPoint Presentations (10%):

• Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested.
• Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.

Miscellaneous duties and special projects as required (10%):

• Liaise with clients on a regular basis.
• Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed.
• Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request.
• Request computer needs, equipment, programs and loaners as needed.
• Liaise with assistants to executives of other divisions.
• Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Assist with researching, exploring, and implementing acquisition and business development opportunities.

Knowledge/Skills/Abilities:

• Bilingual (Spanish/English) with high proficiency in both oral and written is preferred. Preference for professional ability to translate written communications and/or documents (English to Spanish as well Spanish to English).
• Good judgment, dependability, integrity, and discretion are required.
• Track record of success and recognition in effectively carrying out administrative function.
• Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.
• Strong interpersonal skills with an ability to build effective relationships.
• Ability to work effectively in team environment, as well as individually.
• Ability to multitask and effectively function in an ever-changing business environment.
• Self-motivated individual who knows where to go to find answers to questions.
• Strong verbal and written skills to effectively handle business correspondence and communications.
• Represent *** Entertainment in a professional manner to internal and external contacts.
• Impeccable attention to detail and organizational/project management skills.
• Strong working knowledge of office management software applications (Microsoft Office) and ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, Travel requisition/Authorization System, SAP.)

To know more about current opportunities at LeadStack, please visit us at https://leadstackinc.com/careers/

Should you have any questions, feel free to call me at 650-984-7004 or send an email on [email protected]
LeadStack Inc.

Overview

We are looking for a sharp, dynamic, smart, highly organized, and charismatic Executive Assistant to work for the Owner/President. Our ideal candidate is eager to learn about the PR field first-hand and finds satisfaction in being an integral member of the executive leadership team. This person works with every employee in the company and thus has to be able to manage a wide array of personalities and work styles. Being able to work independently with high productivity while also thriving in a communal work environment is a must. A proven superstar and valuable team member will ascend within the company quickly.

RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Administrative duties include managing a high volume of calls, emails, scheduling, expenses, travel, etc.
• Organizing meetings, including scheduling, sending reminders, and facilitating connections via phone or virtual platforms
• Managing the executive’s calendar, including making professional and personal appointments and prioritizing the most sensitive matters
• Communicate accurately and professionally on behalf of the executive they support
• Handling all travel accommodations, including flights, hotels, and transportation, within multiple time zones
• Answering phone calls in a polite and professional manner
• Filter and prioritize client visits and phone calls
• Maintaining comprehensive and accurate records 
• Maintain and update the company website
• Working closely with company-wide support staff
• Assisting in the field for photoshoots, events, etc.
• Travel with or on behalf of the executive or company as needed
• Availability on the weekends and late nights periodically is a must

SKILLS, EXPERIENCE, AND KNOWLEDGE:

• Bachelor’s Degree, preferably in PR or Communications
• Minimum 2-year full-time administrative experience
• Experience working closely with high-level executives preferred 
• Highly organized
• Exceptional interpersonal, networking, organizational, research, verbal, and written communications skills
• Proactive and able to handle multiple projects simultaneously in a high-pressure, fast-paced, and often changing environment
• Meticulous attention to detail
• Self-starter with ambition, able to work independently and collaborate on teams
• -Strong ability to prioritize, problem-solve and be resourceful
• Ability to work well on deadlines and take direction
• Dependable: meets deadlines, prioritizes well, and has a high sense of urgency
• Strong writing and proofreading skills
• Professional, confident, and mature demeanor
• Able to anticipate needs
• A passion or strong interest in tv, film, music, culture, and sports 
• Interest in exploring a career in Public Relations
• Strong skills with all Google suites. Emphasis on Google Calendar, Docs, Sheets, and E-mail

Who We Are

Creativity. Culture. Connection. Communications.

Based out of Los Angeles, CA, AM PR Group is a boutique public relations agency specializing in entertainment, music, lifestyle, sports, and philanthropy.

Our approach to public relations and communications is different because, well, we’re different.

Our boutique size allows us to foster meaningful connections with our clients, which produces a customized, tailored experience for each of them. And with creative and cutting-edge ideas and a hands-on technique, we pride ourselves on not only working hard but smart.

Working closely with our talent and corporate clients, we bring ideas to fruition all while capturing the attention of the news and entertainment media and the forever-changing desires of the public.

Representing the best and most talented is our guiding principle and our roster (both clients and personnel) proves that diversity isn’t just a word or trend to us.

AM PR Group

Our client in entertainment is seeking an Executive/Personal Assistant. We are seeking a highly motivated candidate who wants an opportunity that will allow true longevity and a great stable position. The right candidate comes equipped with a background in working on sets, scheduling and organizing all the moving parts. We need an effective career Executive / Personal Assistant who can work closely with the lead Assistant to support all the activities, meetings, events, day-to-day errands, and more.

What you’ll do:

• Manage calendars, including resolving schedule conflicts and prioritizing commitments
• Meeting coordination: prioritize meeting management
• Plan and schedule domestic/international travel itineraries
• Perform research and ad hoc duties as assigned
• Errand running as needed

What you’ll need:

• 5-7 years of administrative support and industry experience needed
• Tech Savvy – Proficient in Microsoft Office Suite and ability to pick up new software quickly
• Outstanding written and verbal communication skills
• Professional, poised, and proactive
• Exceptional organizational skills and ability to take on several tasks with a “calm under pressure” mentality
• Problem-solver and go-getter mentality
• No task is too big or too small for you to take on
• Impeccable attention to detail

Please submit your resume for consideration

Confidential

Administrative Assistant Positions | Top Companies Nationwide! (Temp/Temp-Perm) | $25-30 an hour | Los Angeles, CA

Our Top Clients within the Entertainment, Creative, and Finance industries are seeking a mid-level Administrative Assistant on a temp, temp to hire basis to join their team in Los Angeles, California.

These are client facing roles, where you will be taking on a variety of administrative projects.

Responsibilities:

• Organizing important documents, prepare reports, distribute emails, manage schedules, and offer general support to other employees
• Provide high-level administrative support and assistance to assigned leadership staff
• Perform clerical, administrative, and office tasks

Requirements:

• Proven experience as an Administrative Assistant or an Office Administrative Assistant
• Bachelor’s degree preferred
• Experience with heavy calendaring/scheduling and booking business travel
• Proficiency with MS Office Suite

Please submit your resume to apply.

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Career Group

COMPANY: Marketing, Public Relations and Promotions Agency

POSITION: Senior Executive/Personal Assistant to CEO

LOCATION: New York, NY (in office Monday-Friday)

HOURS: 9:30am – 6pm with flexibility

COMPENSATION: up to $150K + Discretionary Bonus + Benefits*

BACHELOR’S DEGREE REQUIRED: Required

Our client, a NYC and LA-based entrepreneurial, leading-edge marketing, public relations and promotions agency is seeking a Senior Executive/Personal Assistant to support the CEO in the NYC office. This role is highly visible and an integral part of the firm. The CEO is successful, busy, and is looking for someone to jump in and ensure his business and personal lives are running seamlessly. They are seeking someone with high energy and intelligence, with a high level of attention to detail. The Senior Executive/Personal Assistant will be deeply rooted in the executive’s time management and will provide administrative support, specific to calendar management and email correspondence. As the primary gatekeeper and administrator, the overall responsibility of the Senior Executive/Personal Assistant is to create strong lines of communication and responsiveness pertaining to the CEO’s calendar and time. The Senior Executive/Personal Assistant will execute administrative tasks, calendar coordinating, daily requests and special projects. The position requires a thoughtful, organized, and strategic self-starter with a drive to deliver exceptional results through optimized processes and systems. This is an exciting C-suite opportunity to contribute to the day-to-day operations of an agency that is fast, trend-aware, community-focused environment.

Responsibilities of the Senior Executive/Personal Assistant to CEO:

– Resourcefully manage an ever changing and robust calendar for CEO, with regular high level direct contact with clients, investors, and internal leadership

– Coordinate and plan meeting details (virtual or in person) – including location, IT and media needs (video and/or conferencing software and links), catering needs, and other arrangements (both personal and professional)

– Coordinate general IT support and logistics

– Prioritize meeting requests as they come in to ensure CEO’s best use of time

– Act as a liaison between executive and colleagues to address scheduling questions and needs pertaining to the executive’s work

– Coordinate special requests and various ad hoc projects assigned by CEO or senior leadership (both personal and professional)

– Arrange and coordinate travel arrangements (both personal and professional)

– Represent the brand and the CEO through thoughtful and professional correspondence with external stakeholders through various communication channels (phone, text, email)

– Work closely with other colleagues to design and implement improved processes and operational policies; Continuously improve administrative standards

– Stay apprised of cultural trends – entertainment, social, fashion, technology, corporate, etc.

Requirements of the Senior Executive/Personal Assistant to CEO:

– 7-10+ years of full-time work experience as an executive assistant – experience in advertising, marketing, entertainment, public relations industries preferred

– Distinctive written and verbal communication skills

– Strong problem solving abilities

– High level of accuracy and attention to detail

– Excellent organizational skills – ability to manage own workload, prioritize conflicting demands, multitask and deliver high quality product at all times while adhering to tight and structured deadlines

– Ability to maintain composure during demanding situations resulting from deadlines or heavy workload by anticipating needs

– Proactive and able to work on own initiative while having the confidence to ask questions when unsure

– Comfortable working independently as well as part of a wider team

– Flexible approach is essential in order to manage both day-to-day work and ad hoc requests

– Discreet with ability to handle sensitive information in confidence

– Ability to learn new systems quickly

– A can-do attitude is essential – willing and eager to help others and get involved

– Must maintain a professional demeanor at all times

– Position requires someone who is confident, approachable, enthusiastic

– Must have the ability to work full time in an office environment; flexibility to start work early, or work late, as needed

– Verification of identity, education, prior employment, and references may be required

*The base annual salary range posted for this New York City-based position is a good faith estimate. Actual salaries may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.

Glocap

Our client, an Asset Management firm based in midtown, is looking for an EA to support a firm partner. The ideal candidate for this role must be detail oriented, have excellent communication skills (both written and verbal), be highly organized with the ability to work and think independently.

Job Details:

COMPANY: Investment Management Firm

POSITION: EA to firm Partner

LOCATION: New York, NY

HOURS: 8am – 5pm / 5:30pm (5 days in office)

**light flexibility after hours checking email

COMPENSATION: 90k-150k DOE + Bonus + Benefits + Lunch covered

BACHELOR’S DEGREE: Required

Responsibilities of the EA:

– Maintaining contacts and calendars

– Act as gatekeeper with Email Inbox Management and Calendar oversight

– Effectively schedule the Partner’s time, prioritize his responsibilities

-Keep Partner organized with meeting materials and immediate priorities (who needs what by when); this may include inbox management and communication/response strategies

– Must be proactive and able to take the initiative in finding ways to help the Partner to operate more efficiently

– Arranging international travel, visas, creating itineraries for trips encompassing all aspects of accommodation, meals, venues, entertainment, etc.

Requirements of the EA:

– A strong command of the support role and 3-10 years of experience in this type of position

– Bachelor’s Degree required

– Strong organizational and time management skills

– Good problem-solving skills, strong ability to multi-task

– Familiarity with working with different time zones

– Excellent communication skills (written and spoken)

– Strong attention to detail and follow through with tasks

– Comfortable with PA within the role

– Must have a poised and professional demeanor

– Strong Microsoft Suite skills essential

– Experience with CRM’s a plus (DealCloud)

– Someone who calls themselves a “morning person” will thrive in this role

– Verification of identity, education, prior employment, and references may be required

Glocap

Executive Assistant Positions | Fortune 500 Companies | (Temp/Temp- to -Perm) | $30-40 an hour | Los Angeles, CA

Our Top Clients within the Entertainment, Creative, and Finance industries are seeking Executive Assistants on a temp and temp-to-hire basis to join their team in Los Angeles, California.

These are client-facing roles, where you will be taking on a variety of administrative projects, providing support to Senior Leaders and C-Suite Executives.

Responsibilities:

• Provide high-level administrative support and assistance to assigned leadership staff
• Manage and maintain logistical aspects including heavy scheduling, calendaring, and supporting internal and external meetings as necessary
• Act as the first point of contact for the department and or leaders
• Administering ad hoc project assistance as needed
• Perform clerical, administrative, and office tasks

Requirements:

• 3-7+ years minimum of administrative assistant experience within a corporate or professional services environment, working with senior-level management
• Bachelor’s degree preferred
• Experience with heavy calendaring/scheduling and booking business travel
• Proficiency with MS Office Suite
• Please submit your resume to apply.

Please submit your resume for consideration!

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

We will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

Career Group