Administrative Assistant

Vaco by Highspring; New York (NY); On-site; Full time

Job summary

A leading entertainment agency seeks a proactive Administrative Assistant to support senior leadership in product management and cybersecurity projects. You will manage calendars, handle communications, and organize meetings while thriving in a dynamic, fast-paced environment. With a focus on excellence, your organizational skills and discretion will be key to success in this 3-6 month temporary role, requiring on-site work four days a week.

Qualifications

• 3+ years of administrative or executive assistant experience.
• Experience in a high-paced creative/technical environment preferred.
• Exceptional organizational, written, and verbal communication skills.

Responsibilities

• Manage calendars, schedule meetings, and coordinate calls across time zones.
• Liaise with internal teams and draft communications on behalf of executives.
• Maintain document management systems and support budget tracking.

Skills

Communication

Multitasking

Organization

Discretion

Tools

Microsoft Office Suite

Google Workspace

Slack

Zoom

Asana/Trello

Job description

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This range is provided by Vaco by Highspring. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$26.00/yr - $28.00/yr

Direct message the job poster from Vaco by Highspring

Client: Entertainment Agency
Role: Administrative Assistant
Payrate: $26/hr -$28/hr
3-6 month TEMP

Location: Midtown, NY (4 days a week onsite!)

Job Summary:

Client: Entertainment Agency
Role: Administrative Assistant
Payrate: $26/hr -$28/hr
3-6 month TEMP

Location: Midtown, NY (4 days a week onsite!)

Job Summary:


We are seeking a highly organized, proactive, and adaptable Administrative Assistant to provide dedicated support to the Head of Product Management, Head of Strategic Initiatives, and Deputy Chief Information Security Officer (CISO). This role requires exceptional communication and multitasking skills, discretion, and the ability to work effectively in a dynamic and fast-paced entertainment industry environment. The ideal candidate is a self-starter who thrives in supporting cross-functional leadership and sensitive projects across product development, strategic planning, and cybersecurity.

Key Responsibilities:



Executive Support:

• 
  Manage calendars, schedule meetings, coordinate conference calls and video meetings across multiple time zones.
• 
  Prepare and organize materials for meetings, presentations, and briefings.
• 
  Handle travel arrangements, itineraries, and expense reports.
• 
  Act as a gatekeeper for time and priorities, ensuring optimal daily workflow for each supported executive.
  
  

Communication & Coordination:

• 
  Liaise with internal teams including Product, Security, Legal, Strategy, and IT to support collaborative initiatives.
• 
  Draft, proofread, and manage communications, reports, memos, and presentations on behalf of the supported executives.
• 
  Track and follow up on action items and project deadlines.
  
  

Administrative Operations:

• 
  Maintain document management systems, filing, and data organization for strategic, product, and security-related documentation.
• 
  Support coordination of off-sites, team events, workshops, and vendor engagements.
• 
  Help manage departmental budgets, invoices, and procurement tracking as needed.
  
  

Qualifications:

• 
  3+ years of administrative or executive assistant experience, ideally supporting senior leadership in technology, strategy, or security.
• 
  Experience in the entertainment industry or a high-paced creative/technical environment preferred.
• 
  Proficient in Microsoft Office Suite, Google Workspace, and collaboration tools like Slack, Zoom, Confluence, and Asana/Trello.
• 
  Exceptional organizational, written, and verbal communication skills.
• 
  Demonstrated discretion in handling confidential information.
• 
  Ability to anticipate needs, prioritize tasks, and pivot quickly in a dynamic setting.
  
  

Preferred Attributes:

• 
  A strong interest in media, digital entertainment, or cybersecurity.
• 
  Comfortable working in hybrid or remote team structures.
• 
  A proactive mindset with a focus on continuous improvement and operational efficiency.
• 
  Team player who enjoys being part of a mission-driven, creative, and innovative environment.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Accounting/Auditing

• Industries

  Entertainment Providers

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