Executive Assistant

Crew One Productions; New Orleans (LA); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Ample PTO

Professional development support

Job summary

Crew One Productions is seeking an efficient Executive Assistant & Project Manager to support the CEO with daily operations, research, and presentation preparation. The role involves travel planning, meeting coordination, and data gathering for strategic decision making.

The ideal candidate will be organized, detail-oriented, and capable of managing multiple tasks in a fast-paced environment. This position is based in New Orleans with potential growth into other markets.

Qualifications

• Bachelor’s degree in relevant field or equal experience in similar role for two years.
• Knowledge of operations protocols for running a mid-sized office and supporting a CEO and team, including office management, technology, and administrative systems.
• Strong understanding of customer service principles and practices.
• Proficiency in managing administrative functions, including calendar and file management, scribing meeting minutes/summaries, record keeping, expense reconciliation, event scheduling, and travel management.
• Mastery of project management software, Google and Microsoft Office products, as well as a high comfort level managing and learning new technology.
• Ability to perform detailed and relevant research and summarize findings for use by CEO in meetings and decision making.
• Ability to maintain professional relationships with team, community, and vendors.
• Excellent verbal and written communication skills and comfort communicating across a diverse range of audiences.
• Demonstrated ability to follow systems to see work through to completion.
• Ability to travel with CEO as requested on certain outings.

Responsibilities

• Act as Executive Assistant to CEO.
• Provide personal and administrative support to CEO.
• Manage scheduling, draft documents and emails, communicate messages and information, maintain company records, and reconcile monthly expense reports.
• Plan and execute complex travel plans and itineraries for CEO travel to existing markets and business development target locations.
• Support meeting preparation, including board, staff, and committee meetings, and generate meeting minutes.
• Prepare correspondence, documents, and mailings.
• Field incoming requests for meetings, conferences, video conferences, or in person meetings with CEO; scheduling of same and preparing all documents for CEO to properly prepare for such meetings.
• Assist in gathering internal company data for CEO use, including monthly financial statements, work details, website and social media analytics, weekly financial forecasts, and monthly company-wide event calendar.
• Prepare PowerPoint or other presentations for monthly meetings with CEO’s guidance and input.
• Attend meetings, prepare meeting summaries with notable action steps and follow up plans with integration into CEO task management platform.
• Assist administrative departments with ad hoc projects, internal communication, scheduling, supplies, and other administrative and operational tasks as needed.
• Coordinate, set up, and break down annual special events and meetings (1major event per year).
• Assist and oversee drafting of monthly e-newsletter for staff and contractors.
• Assist in monthly social media posting and data analytic measurement.
• Perform research on topics as directed by CEO, including market demographic research, live event historical research, social media and web presence research, venue research, general diligence research.
• Oversee planning of company-wide travel initiatives and events.

Skills

Verbal communication

Written communication

Project management

Office software

Travel management

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Office

Job description

Crew One Productions is a nationwide provider of technical staffing for the live entertainment industry. Established in 1992 with offices in Atlanta, Chattanooga, Houston, Memphis, Miami, Nashville, New Orleans, Orlando, Ridgedale, Cincinatti and Tampa, we offer stagehand, rigging, spotlight operations, heavy equipment operators, carpenters, electricians, audio/foh staff and more. Our regional offices provide necessary crew of the highest quality to the biggest concert promoters in the world in stadiums, arenas, theaters, clubs and convention centers, and our festival division crews large and small festivals nationwide.

Summary of Role:

The CEO’s Executive Assistant assists the day-to-day functions of the CEO, assisting his focus on high level strategy, company vision and growth. The EA upholds a highly productive work environment while ensuring staff receive needed support. Using developed clerical, interpersonal, and organizational skills, the Executive Assistant helps Crew One’s CEO with routine daily operations as well as special research, presentation and diligence projects. The ideal candidate for this position is a detailed, organized, and efficient self-starter and problem-solver who can manage multiple tasks while maintaining a professional environment. This is not a typical executive assistant role, though there will be some tasks that certainly fit that description – some days will be travel and expense reconciliation, other days will be market demographic research and presentation preparation. Goal is to transition this EA upward into another role after three years, whether in New Orleans or any of our other markets.

Role Responsibilities:

Executive Assistant responsibilities include, but are not limited to:

• Act as Executive Assistant to CEO
• Provide personal and administrative support to CEO.
• Manage scheduling, draft documents and emails, communicate messages and information, maintain company records, and reconcile monthly expense reports.
• Plan and execute complex travel plans and itineraries for CEO travel to existing markets and business development target locations.
• Support meeting preparation, including board, staff, and committee meetings, and generate meeting minutes.
• Prepare correspondence, documents, and mailings.
• Field incoming requests for meetings, conferences, video conferences, or in person meetings with CEO; scheduling of same and preparing all documents for CEO to properly prepare for such meetings.
• Assist in gathering internal company data for CEO use, including monthly financial statements, work details, website and social media analytics, weekly financial forecasts, and monthly company-wide event calendar.
• Prepare PowerPoint or other presentations for monthly meetings with CEO’s guidance and input.
• Attend meetings, prepare meeting summaries with notable action steps and follow up plans with integration into CEO task management platform.
• Assist administrative departments with ad hoc projects, internal communication, scheduling, supplies, and other administrative and operational tasks as needed.
• Coordinate, set up, and break down annual special events and meetings (1major event per year).
• Assist and oversee drafting of monthly e-newsletter for staff and contractors.
• Assist in monthly social media posting and data analytic measurement.
• Perform research on topics as directed by CEO, including market demographic research, live event historical research, social media and web presence research, venue research, general diligence research.
• Oversee planning of company-wide travel initiatives and events.

Qualifications:

• Bachelor’s degree in relevant field or equal experience in similar role for two years.
• Knowledge of operations protocols for running a mid-sized office and supporting a CEO and team, including office management, technology, and administrative systems.
• Strong understanding of customer service principles and practices.
• Proficiency in managing administrative functions, including calendar and file management, scribing meeting minutes/summaries, record keeping, expense reconciliation, event scheduling, and travel management.
• Mastery of project management software, Google and Microsoft Office products, as well as a high comfort level managing and learning new technology.
• Ability to perform detailed and relevant research and summarize findings for use by CEO in meetings and decision making.
• Ability to maintain professional relationships with team, community, and vendors.
• Excellent verbal and written communication skills and comfort communicating across a diverse range of audiences.
• Demonstrated ability to follow systems to see work through to completion.
• Ability to travel with CEO as requested on certain outings.

Location and Reporting Structure:

The Executive Assistant & Project Manager reports to the Chief Executive Officer. The executive office is in New Orleans, LA and the EA/PM is required to be in the office minimum four days/week.

Compensation is commensurate with experience.

Full benefits package included, including health insurance, dental, vision, ample PTO and support in professional development endeavors.