Executive Assistant

teamwass; Encinitas (CA); On-site; USD 70,000 - 75,000; Full time

Benefits offered by this job

Professional Development

Generous Time Off

Parental Leave

401k + matching

Healthcare

Ancillary

Commuter Benefits

Job summary

THE·TEAM is seeking an experienced Executive Assistant to support senior executives in sports and entertainment. You will manage calendars, coordinate travel, prepare presentations, and handle confidential communications. This role demands discretion, superb communication, and meticulous organization.

Responsibilities include gatekeeping, scheduling, invoicing, and preparing reports; you will create decks, summaries, and collaborative documents for leadership meetings and major events.

Qualifications

• 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. Some after-hours coordination may arise.
• 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.

Responsibilities

• 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 emails ensuring professional customer service and confidentiality.
• Coordinate and prioritize executive daily schedules; arrange meetings and conferences, liaise 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 discretion and judgment on time-sensitive matters.
• Create decks and proposals; connect information flow between Executive and client matters.

Skills

Microsoft Office

Communication skills

Project management

Calendar management

Education

Bachelor’s degree

Tools

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 Overview

Responsible 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 planincluding contribution matching.
• Healthcare:Medical, dental, vision,FSA/HSA,lifeanddisabilitycoverageoptions.
• Ancillary:Critical illness, identity protection, pet insurance, 529 plans and more
• Commuter Benefits: Access support for travel and commuting needs, where available

Base 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 role

THE·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.