Executive Assistant

Innovative Artists; Santa Monica (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Innovative Artists Entertainment in Santa Monica seeks an organized Executive Assistant to provide high-level support to the Talent Agent and Executive Team. This role is ideal for someone who wants to excel as an Executive Assistant and be the backbone of a busy office.

You will manage a fast-paced schedule, coordinate auditions and meetings, handle confidential information with discretion, and serve as a primary contact for clients and industry professionals.

Qualifications

• Experience as an Executive Assistant to a senior executive or similar role.
• Experience in casting/entertainment preferred.
• Exceptional organizational skills and meticulous attention to detail.
• Outstanding written and verbal communication skills.
• Discretion with confidential information and strong judgment.

Responsibilities

• Provide comprehensive executive and administrative support to the Agent.
• Manage a demanding calendar including meetings, calls, and travel.
• Coordinate and prioritize a changing schedule and deadlines.
• Answer calls with professionalism and maintain etiquette.
• Serve as a key contact between Agent, clients, casting directors, managers, and industry professionals.
• Coordinate auditions, callbacks, bookings, meetings, and submissions tracking.

Skills

Executive support

Calendar management

Communications

Discretion

Multitasking

Tools

Microsoft Office

Google Workspace

Mac/PC proficiency

Job description

Innovative Artists Entertainment is seeking an organized and proactive Executive Assistant to provide high-level support to a Talent Agent/ Executive Team Member. This position is intended for someone who wants to excel as an Executive Assistant rather than pursue a career as a Talent Agent.

This is an ideal opportunity for an experienced Executive Assistant who enjoys being the organizational and operational backbone of a busy executive office. The successful candidate will be professional, discreet, resourceful, and comfortable managing a fast-paced schedule while serving as a trusted point of contact for clients and entertainment industry professionals.

We are seeking someone who takes pride in being an Executive Assistant and who understands the importance of anticipating needs, maintaining confidentiality, managing competing priorities, and ensuring that the executive they support is organized and prepared.

A background in casting, talent agencies, talent management, production, or a related area of the entertainment industry is strongly preferred.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provide comprehensive executive and administrative support to the Agent.
• Manage a demanding calendar, including meetings, calls, appointments, travel, and industry engagements.
• Coordinate and prioritize a constantly changing schedule while anticipating conflicts and time-sensitive needs.
• Answer and manage calls with impeccable professionalism and phone etiquette.
• Serve as a key point of contact between the Agent, clients, casting directors, managers, producers, and other industry professionals.
• Coordinate auditions, callbacks, bookings, meetings, and appointments as needed.
• Assist with talent submissions to casting and help track submission activity and opportunities.
• Correspond professionally and efficiently with casting directors, managers, clients, and other industry contacts.
• Prepare the Agent for meetings, calls, appointments, and daily business activities.
• Maintain organized files, records, contact information, schedules, and confidential materials.
• Monitor deadlines and follow up on outstanding items to ensure nothing falls through the cracks.
• Anticipate the Agent’s needs and proactively address administrative and logistical matters.
• Coordinate with other assistants and agency staff to ensure seamless office operations.
• Handle confidential and sensitive information with the highest level of discretion.
• Assist with special projects, events, travel, and other executive responsibilities as required.

QUALIFICATIONS & REQUIRED SKILLS

• Prior experience as an Executive Assistant, supporting a senior executive, agent, manager, or other high-level professional.
• Casting, Agency, talent management, production, or entertainment industry experience strongly preferred.
• Exceptional organizational skills and meticulous attention to detail.
• Outstanding written and verbal communication skills.
• Impeccable phone presence and professional etiquette.
• Strong judgment, discretion, and the ability to handle confidential information.
• Excellent follow-through and the ability to anticipate needs before they become issues.
• Highly reliable, responsible, punctual, and accountable.
• Calm and composed under pressure with the ability to manage demanding deadlines.
• Ability to multitask and quickly shift priorities without sacrificing accuracy.
• Professional, polished, personable, and confident in dealing with senior executives and industry professionals.
• Strong interpersonal skills and the ability to work effectively with a wide range of personalities.
• Tech-savvy with proficiency across Mac and PC platforms.
• Familiarity with inEntertainment (IE) and Breakdown Express is a plus.
• Strong knowledge of Microsoft Office and/or Google Workspace.
• Ability to work independently while functioning as an integral member of a collaborative team.

THE IDEAL CANDIDATE

The ideal candidate is a seasoned, career-minded Executive Assistant who genuinely enjoys supporting an executive and making an office run efficiently.

A successful candidate will be confident interacting with established entertainment professionals and will bring a service-oriented mindset to the role.

Experience in casting is particularly valuable, as it provides familiarity with casting directors, submissions, auditions, talent, production, and the fast-moving nature of the entertainment business.