Executive Assistant, Media

Solomon Page; Burbank (CA); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

401(k)

Direct deposit

Commuter benefits

Job summary

Solomon Page is seeking an Executive Assistant to support two VPs in a hybrid role based in Burbank, CA. The position requires managing complex calendars, coordinating travel, and preparing expenses with Concur/SAP while maintaining confidentiality and professionalism.

Ideal candidates bring 2+ years of high-volume administrative experience, excellent communication, and strong multitasking abilities. Familiarity with entertainment or marketing teams is a plus.

Qualifications

• Minimum 2 years of high-volume desk experience
• Maintain confidentiality and exercise discretion
• Ability to multitask and manage competing priorities
• Detail-oriented and organized
• Proactive in anticipating executive needs
• Excellent written and verbal communication
• Proficient with MS Office and calendar tools
• Team player with marketing department experience helpful

Responsibilities

• Manage schedule, calendar, and meetings for two VPs
• Coordinate travel plans and itineraries for executives
• Prepare business expenses using Concur and SAP
• Handle mail, supplies, and invoices as needed
• Set up conference rooms and video meetings
• Respond to meeting requests with availabilities within an hour
• Coordinate with internal and external partners as needed

Skills

Calendar management

Discretion

Multi-tasking

Communication

Travel coordination

Problem solving

Office etiquette

Education

Bachelor’s Degree

Tools

Concur

SAP

Microsoft Office

Outlook

PowerPoint

Excel

Keynote

Job description

We are looking for an Executive Assistant for a top media & entertainment company hybrid out of their Burbank, CA offices!

• Pay rate: $36.00/hr

Responsibilities

• Manage schedule, calendar, and meetings for two VPs
• Help with accepting meetings on our behalf
• Being looped in on emails to schedule a meeting – to respond within the hour with avails
• Field requests from media team and respective EAs
• Schedule and coordinate meetings with all relevant information
• Ability to tactfully manage executives’ time, multi-task and communicate clearly and effectively with all team members
• Arrange travel plans and create detailed itineraries for executives
• Record and maintain agendas and notes for meetings
• Preparation of all business-related expenses using Concur/SAP travel proxy role in a timely manner and checking all direct reports’ expenses are coded appropriately
• Handle executives’ mail and shipping requests, orders supplies/materials and process invoices (when necessary)
• Schedule and manage set up for conference rooms, meetings, and video conferences as needed.
• Working with internal and external parties (e.g. Coordinators, Executive.)

Required Qualifications

• A minimum of 2 years of previous administrative experience on a high-volume desk.
• Maintain standards of strict confidentiality with respect to all matters and documents
• Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when executive is out of the office
• Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work
• Proactively anticipate needs of executive and manage office time efficiently
• Ability to maintain an efficient office, files, database, and information
• Professional, friendly, easy-going manner to handle varied personalities, responsibilities, and assignments
• Ability to multitask and deliver under tight deadlines with a calm, professional manner
• Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives, as well as business unit contacts and key external partners
• High-level competency in general administrative skills including answering the phone, filing, etc.
• Excellent typing skills with proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Keynote and Outlook for meeting requests and calendaring
• Ability to work overtime when necessary
• Team player - willing to work with other assistants and staff at all levels in support of the marketing team in Burbank, D.C., New York and worldwide
• Positive attitude and the ability to be proactive, resourceful, and flexible

Preferred Qualifications

• 3+ years administrative experience with one year supporting an Executive level
• Previous experience at The Company a plus
• Candidate should have a strong passion for entertainment and should be familiar with a variety of industry concepts, practices, and procedures, especially in marketing
• Experience in the entertainment industry, ideally in publicity, media or marketing
• Ability to troubleshoot tech issues as they arise
• Overall working knowledge with the SAP and Concur system

Required Education

• Bachelor’s Degree or equivalent work experience.

Benefit program for hourly employees

• medical
• dental
• 401(k)
• direct deposit
• commuter benefits (including freelancers)