Executive Administrative Assistant

HipHopGig; City of Yonkers (NY); On-site; Full time

Job summary

A leading company in the entertainment sector is looking for an Executive Administrative Assistant to provide high-level support to the CEO and Executive Team. This role involves managing schedules, facilitating communication, and assisting with HR processes. Ideal candidates will have extensive experience in administrative roles and strong organizational skills.

Qualifications

• 5+ years of experience in project management, preferably in entertainment, music, or media.
• Proven experience as an administrative assistant or in a similar role.
• Familiarity with HR processes and managing sensitive information.

Responsibilities

• Manage the CEO’s calendar and schedule meetings.
• Assist with drafting, reviewing, and distributing key organizational documents.
• Support HR with onboarding processes and managing employee paperwork.

Skills

Organizational skills

Multitasking

Communication

Job description

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

Base pay range

$20.00/hr - $25.00/hr

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The Executive Administrative Assistant will provide high-level administrative support to the CEO, Executive Team, and Senior Advisor, ensuring smooth operations in areas such as scheduling, human resources, and organizational policy implementation.

Key Responsibilities:

Meeting Coordination:

• Manage the CEO’s calendar and schedule meetings.
• Prepare agendas, take detailed notes, and ensure timely follow-up on action items.
• Maintain effective communication to ensure deadlines are met.

Document and Records Management:

• Organize and maintain meeting notes and internal communications for easy access.
• Assist with drafting, reviewing, and distributing key organizational documents.

Leadership Communication:

• Provide regular project and task updates to leadership. •
• Act as a liaison between the CEO, Senior Advisor, and departments, ensuring clear and efficient communication.

Policy and Workflow Support:

• Assist in implementing and streamlining organizational policies and procedures in collaboration with the Senior Advisor.
• Support the design and improvement of workflows to enhance departmental efficiency.
• Train and inform staff on new processes and ensure compliance with updated procedures.

Human Resources Assistance:

• Support HR with onboarding processes, including managing employee paperwork and records.

Administrative Support:

• Provide comprehensive administrative support to the CEO and Senior Advisor, including managing correspondence and organizing files.
• Ensure all administrative tasks are handled professionally and efficiently.
• Conduct comprehensive reviews upon project completion, gathering feedback and identifying areas for improvement to apply in future projects

Qualifications:

• 5+ years of experience in project management, preferably within the entertainment, music, or media industries
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Familiarity with HR processes and experience managing sensitive information.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Human Resources Services

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