Executive Assistant to Co-Founder, President & Head of Production

Impact Theory; West Hollywood (CA); On-site; USD 115,000 - 130,000; Full time

Job summary

Join a mission-driven media company as an Executive Assistant to the President & Head of Production, where you will manage both professional and personal responsibilities. This role demands exceptional organizational skills, discretion in handling sensitive matters, and the ability to work in a fast-paced environment. You'll ensure seamless day-to-day operations while supporting the President with a variety of administrative and personal tasks.

Benefits

Competitive medical, dental, and vision insurance

401(k) retirement plan

Flexible and unlimited PTO policy

Annual salary between $115,000 - $130,000

1-year subscription to Audible

Qualifications

• Must have strong initiative and the ability to work independently.
• Requires proficiency in managing multiple projects.
• Experience in media, entertainment, or production environment preferred.

Responsibilities

• Manage the President’s complex calendar and prioritize meetings.
• Coordinate extensive travel arrangements and manage expense reports.
• Act as a liaison for stakeholders and ensure timely communication.

Skills

Organizational Skills

Discretion

Problem-Solving

Communication Skills

Time Management

Education

8+ years of experience as an Executive or Administrative Assistant

Job description

Executive Assistant to Co-Founder, President & Head of Production

Join to apply for the Executive Assistant to Co-Founder, President & Head of Production role at Impact Theory

Executive Assistant to Co-Founder, President & Head of Production

Join to apply for the Executive Assistant to Co-Founder, President & Head of Production role at Impact Theory

About Impact Theory

Impact Theory is a mission-driven modern media company dedicated to creating positive change in people’s lives through entertaining and empowering content. With an integrated studio model, Impact Theory develops and produces video games, webcomics, film & TV, and world-class YouTube and podcast content, which has garnered half a billion views on YouTube alone. Regardless of format, Impact Theory’s content underscores the company’s mission to foster a global growth mindset through ideas and entertainment.

About Impact Theory

Impact Theory is a mission-driven modern media company dedicated to creating positive change in people’s lives through entertaining and empowering content. With an integrated studio model, Impact Theory develops and produces video games, webcomics, film & TV, and world-class YouTube and podcast content, which has garnered half a billion views on YouTube alone. Regardless of format, Impact Theory’s content underscores the company’s mission to foster a global growth mindset through ideas and entertainment.

About The Role

Reporting to the President & Head of Production, Lisa Bilyeu, the Executive Assistant will serve as the primary force managing both professional and personal aspects of President’s life, ensuring seamless day-to-day operations. This high-level role requires exceptional organizational skills, an ability to navigate high-pressure environments, and discretion in handling sensitive matters. The role encompasses scheduling, travel coordination, event planning, administrative and production support, personal assistant duties, and acting as a key gatekeeper and decision-maker. The Executive Assistant will work on-site alongside President, collaborating with staff, vendors, and independent contractors to ensure both executive operations and production workflows are optimized.

Key Responsibilities

Manage the President’s complex and dynamic calendar, proactively prioritizing inquiries, meetings, and production schedules while troubleshooting conflicts.

Provide high-level administrative support to ensure President can effectively lead and strategize across both executive and production domains.

Anticipate President’s needs and proactively resolve challenges in an efficient, solutions-oriented manner.

Serve as the primary liaison for internal and external stakeholders in matters related to both executive leadership and production coordination.

Keep President informed of upcoming commitments, deadlines, and production milestones.

Maintain exceptional relationship management with high-level professionalism and courtesy, representing President and Impact Theory at the highest standard.

Handle confidential matters with utmost discretion, especially those that impact company operations, productions, and brand partnerships.

Coordinate extensive travel arrangements, including multi-location production travel, and manage corresponding expense reports.

Prepare detailed reports, production decks, PowerPoint presentations, agendas, and other critical documents to support business and production objectives.

Be available on-call for urgent matters outside standard business hours (Monday - Friday, 9 AM - 6 PM PST), including production emergencies.

Adapt to last-minute schedule changes and shifting production priorities as needed.

Assist with both personal and professional event planning, ensuring seamless execution.

Support production needs, including set coordination, logistics planning, and interfacing with production teams.

Manage correspondence across multiple communication channels (email, text, phone, Slack, verbal, etc.), ensuring timely and strategic responses.

Serve as a thought partner and problem solver for President, providing strategic insight and assistance in decision-making.

Conduct research and compile briefing materials to prepare President for meetings, media appearances, and business engagements.

Oversee special projects and initiatives as assigned, ensuring timely execution and completion.

Create and maintain organizational systems to improve workflow and efficiency.

Act as a culture champion by reinforcing company values and ensuring alignment with executive priorities.

Exercise a high degree of emotional intelligence, professionalism, and discretion when interfacing with high-profile individuals, stakeholders, and production teams.

Maintain an exceptional level of personal organization, ensuring all documents, logistics, and resources are well-managed.

Handle personal assistant duties, including running errands, managing household-related tasks, coordinating personal appointments, and ensuring personal needs are met efficiently.

Coordinate gift purchasing, special occasions, and personal travel arrangements as needed.

Requirements

Perform additional duties and responsibilities as assigned.

Qualifications & Skills

8+ years of experience as an Executive or Administrative Assistant, preferably in a media, entertainment, or production environment.

Experience in leading and training support staff.

Strong initiative and ability to work independently in a fast-paced, high-pressure environment.

Meticulous attention to detail, organization, and efficiency, with the ability to manage multiple projects simultaneously.

Excellent written and verbal communication skills, with a proactive approach to problem-solving.

Strong prioritization skills to manage a demanding schedule spanning executive leadership and production responsibilities.

High level of emotional intelligence, discretion, and judgment in handling sensitive matters.

Financial and accounting experience, including payment processing and budget tracking.

Valid driver’s license and reliable transportation.

Willingness to travel as needed, including internationally (valid passport recommended).

Ability to work on-site at the HQ office in West Hollywood, CA, 5 days per week.

Physical Requirements

Prolonged periods working at a desk, using a computer, and managing paper documents.

Flexibility to work extended hours and attend late evening meetings/events as needed.

Ability to lift, push, or pull up to 25 pounds for office and production-related tasks.

Regular movement within the office, including multiple floors, set locations, and occasional driving to alternate sites.

Frequent reaching, bending, stooping, and handling of objects.

Ability to engage in effective verbal and written communication across multiple stakeholders.

Please note: This job description is not exhaustive and may be subject to change at any time without notice.

Benefits

What We Offer

Annual Salary: $115,000 - $130,000 USD per year

Competitive medical, dental, and vision insurance plans.

Life insurance and 401(k) retirement plan.

Flexible and unlimited PTO policy.

1-year subscription to Audible.

Full access to Impact Theory University.

Two complimentary books: Radical Confidence by Lisa Bilyeu and Principles by Ray Dalio.

Important Note

This job description outlines the primary duties and responsibilities of the position but is not exhaustive. Responsibilities and benefits may evolve based on the needs of the company.

Equal Opportunity Employment

We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

How to Apply

Submit your resume and a cover letter outlining your expertise and experience.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Business Consulting and Services, Truck Transportation, and Security and Investigations

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