Reports to: Senior Executive (Music Division)
About the Group …
We are a leading management and professional services company based out of the UK and US, YMU provides a portfolio of services to a wide range of clients consisting of leaders in entertainment, film, music, radio, television and sport, including athletes, authors, digital influencers, media rights holders, musicians, producers, TV personalities and voiceover artists.
About the Job …
The Executive Assistant, based in our Beverly Hills, CA office, will be responsible for high-level support for the Senior Executive within our US Music division. Remaining calm under pressure, this individual will approach demanding situations in an accommodating and diplomatic manner, providing practical solutions to any problem. Self-motivated, this individual will possess excellent communication skills and the ability to build stable relationships based on mutual trust.
The Executive Assistant is responsible for …
- Supports Executive in all areas of professional matters, inducing occasional assistance with matters outside of the office, adjusting own style to the preferences and style of the Senior Executive
- Manages calendars, including appointments and adjustments, maintaining extensive organization of internal meetings and calendars, such as tracking of acceptances and declines for internal meetings and taking necessary follow-up steps; uses best judgement on rescheduling or shuffling of meetings as needed, ensuring those supported are well prepared for meetings and aware of their schedule
- Responsible for all travel arrangements (Domestic and International) including accommodations, air, transportation and all other logistics on behalf of the Senior Executive; troubleshoots if issues with travel arise
- Ensures all calls are answered in a professional manner, messages are taken accurately and passed on immediately or as desired by the Executive team member; practices effective screening of calls, using best judgement on how to handle
- Provides document/presentation support, ensuring produced in an organized manner so all documents are distributed timely and according to the Executive’s preferences
- Handles incoming email and mail where appropriate, corresponding on behalf of the Executives as needed or requested
- Acts as first point of contact for external visitors, hosting visitors, liaising with members of the Senior Management
- Team or other traveling executives, proactively offering support as needed
- Responsible for basic financial duties including authorizing invoices and submitting expenses on behalf of the Executives
- Acts as backup for other EA’s or administrative staff as needed and where appropriate
- Participates and manages coordination of staff events, parties, gatherings, etc., in partnership with applicable team members
- Assist with executive level ad-hoc projects as needed, such as creating decks, proposals, research, etc.
- Manage and process expense reports for executive team as requested, ensuring appropriate process followed per Company policy
- Assist with coverage for Reception desk as needed, which includes supporting office management initiatives
About You …
- Prior experience in an executive assistant or high-level assistant capacity required
- Experience in the entertainment or other fast-paced industry preferred
- Ability to comfortably interact with staff at all levels, including external guests and executives, maintaining a positive, welcoming presence and style
- Strong working knowledge of technology platforms (Microsoft Office, Google Sheets/Docs/Calendars, Adobe products)
- Solid organization skills and attention to detail; ability to manage through projects
- Strong verbal and written communication skills, with the ability to handle difficult situations as needed
- Ability to handle a fast-paced environment and changing priorities, adjusting as needed and taking initiative often
- Must have the ability to use discretion and maintain confidentiality due to the nature of the role
What we offer …
We offer a wide variety of benefits including:
- Unlimited holiday & flexible work environment
- Paid Medical, Dental and Vision
- 401K
- Bonus scheme
- 6 months paid Primary Carer Parental Leave (after 1 year of service)
- FOND employee benefit platform
