Executive Assistant

THE·TEAM; Encinitas (CA); On-site; USD 70,000 - 75,000; Full time

Benefits offered by this job

401(k) plan with matching

Health care: medical, dental, vision

Paid time off & holidays

Parental leave

Job summary

THE·TEAM seeks an experienced executive assistant to support senior-level agents in a fast-paced sports and entertainment environment.

Responsibilities include calendar management, travel logistics, meeting coordination, and production of documents for leadership. The role requires discretion, superb communication, and strong project management skills to handle high-profile schedules and events.

Qualifications

• Bachelor’s degree in related field; sports/entertainment a plus.
• Experience supporting senior-level executives in sports/entertainment required.
• Advanced skills in Microsoft Office; Adobe Creative Suite a plus.
• Excellent written and verbal communication; able to interact with diverse groups.
• Strong organizational and project management abilities with attention to detail.

Responsibilities

• Support day-to-day schedules of agents, including calendars and travel logistics.
• Gatekeeper for executive queries; screen and direct emails with confidentiality.
• Coordinate meetings, travel, and events; draft agendas and proposals.
• Prepare invoices, reports, memos, and presentations using Word/Excel/PowerPoint.
• Maintain databases and generate required reports for the department.
• Take notes, provide meeting summaries, and assist with major events logistics.

Skills

Calendar management

Executive support

Communications

Project management

Discretion & confidentiality

Education

Bachelor's degree in related field

Tools

Microsoft Office

Adobe Creative Suite

Job description

THE·TEAM is proud to provide representation and marketing services to talent, brands and properties across 28 countries and more than 70 cities worldwide. THE·TEAM works with iconic sports, creators and media figures across the world, utilizing our extensive influence to maximize negotiations and create meaningful opportunities for our clients across talent, brands and rights holders.Shaped by our belief in the unifying power of sports, music and entertainment, THE·TEAM leads with intelligence, ideas and influence. For more information, please visit the.team .Job OverviewResponsible for supporting the day-to-day needs of Agents in the Department. Provide high-level executive administrative support including organizing, scheduling, and coordinating administrative activities. Under the direction of executive management, this position also prepares reports, presentations, and meeting agendas.What You'll Do:Support day-to-day schedules of agents, which includes managing calendars, appointments, travel logistics, interviews, and other commitments.Serve as gatekeeper for incoming queries for Executive; answer, screen, and direct incoming emails ensuring a high level of professional customer service and confidentiality.Coordinate and prioritize executive daily schedules; arrange meetings and conferences, act as a liaison between employees, clients, and executives.Schedule appointments, coordinate on and off-site meetings and special events, make travel arrangements.Interface with high-level administrators within/outside the company requiring considerable discretion and judgment related to case and time sensitive matters.Create decks and proposals.Connect ideas and the flow of information between Executive and others related to client matters, including with respect to client projects.Prepare invoices, reports, memos, letters, financial statements and other documents, using Word, Excel spreadsheets, or presentation software.Maintain department databases and generate reports as required.Prepare documents and presentations under the supervision of executive management for meetings, including formatting and presentation layout.File and retrieve documents and reference materials.Works with Department VPs on logistics leading up to and throughout major events, including the draft, All-Star, Final Four and other events.Plan travel itineraries, coordinate related arrangements, gather information and determine and negotiate complex scheduling issues; prepare expense reports.Handle both company and Executive’s personal matters with discretion.Join phone calls and meetings, take notes for Executive and others, and provide meeting summaries to Department team members.Monitor Executive’s email to ensure responses are timely and that Executive stays on task and up to date. Prepare daily summaries of email communications requiring Executive’s attention.Contribute to a team effort by undertaking other special projects as requested.What We're Looking For:Bachelor’s degree (sports management, business administration, comm., or finance a plus).Seasoned candidate with prior work experience supporting senior-level executives in the sports/entertainment industry required.Must be customer service focused and provide the best possible support to internal team members.Requires considerable flexibility in scheduling and the willingness to work nights and weekends. Due to the nature of the position, some after-hours coordination of schedules and travel may periodically arise.Requires a passion for sports and business.Advanced skills in Microsoft Office. Proficient in Adobe Creative Suite a plus.Well-developed written and oral communication skills and ability to interact with people of all demographics.Strong analytical, organizational, and project management skills.Requires self-management and project management abilities.Ability to build strong and lasting relationships.Ability to anticipate problems and manage expectations.Ability to be efficient with a high attention to detail.Ability to maintain confidentiality and professionalism in all situations.Ability to exercise discretion, sound judgment and significant initiative.Polished, confident, and upbeat personality. Ability to collaborate and build credibility across all levels of the organization. Proven track record of successfully managing upwards.What We Offer:Professional Development : Take advantage of our learning and development programs, mentorship opportunities, and career advancement support.Generous Time Off : Enjoy generous paid time off and holiday allowances to recharge and spend time with loved ones.Parental Leave : We provide paid parental leave to support your family during important life events.Retirement Plan : 401k plan including contribution matching.Healthcare : Medical, dental, vision, FSA/HSA, life and disability coverage options.Ancillary : Critical illness, identity protection, pet insurance, 529 plans and moreCommuter Benefits : Access support for travel and commuting needs, where availableBase salary range: $70k - $75k, plus bonus potential if applicable for role.Actual base salary is dependent on several factors including but not limited to; market dynamics, location and region, experience, specialized skills/training (education), level of responsibility, budgetary considerations, tenure at the company (for current employees), etc. The salary range listed is just one component of the total compensation package for employees. Compensation decisions are dependent on circumstances of each roleTHE·TEAM does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.