ID Public Relations is seeking an experienced Executive Assistant in handling a wide range of administrative and executive support related tasks who has a passion for publicity working with talent, films and brands. This individual will be able to work independently with little or no supervision. This candidate will be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a high-profile C-level executive. This is a challenging position which has the potential to lead to a rewarding career as an entertainment publicist.
The Executive Assistant will be responsible for (but not limited to):
•Heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
•Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
•Assist management and executives with preparation of presentation materials.
•Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
•Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
•Arrange travel schedule and reservations for executive as needed.
•Work on press pitches, research projects and memos.
•Service clients with digital breaks.
•Answer phones promptly and professionally.
•Maintain digital press kits; maintain hard press kit files when appropriate.
•Process client requests in a timely manner.
•Develop and maintain close and communicative relationships with assigned press, executives, talent and reps.
•Participate in brainstorming meetings.
•Be able to identify and develop publicity opportunities.
•Create and maintain various schedules, calendars and reports in support of Account Executives and teams.
•Attend events, junket, shoots in support of client for experience and training – when approved.
•Handle hair/makeup/styling holds when appropriate.
•Create and maintain client schedules (in coordination with counterparts and team members).
•Maintain client assets and in-office samples.
•Work with supervisors to maintain and update all media lists on a timely basis.
•Coordinate mailings with team members in advance.
Required education, skills and experience:
•Minimum of 1-2 years of experience supporting leadership at the executive level
•MUST have previous experience in the entertainment industry
•Excellent calendar management skills, including the coordination of complex executive meetings
•Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
•Computer savvy; able to quickly learn databases and applications
•Experience scheduling travel arrangements for management
•Has the ability to interact with staff (at all levels) in a fast-paced environment
•Ability to maintain composure under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role •Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important •Ability to anticipate the needs of the executive and always stay a few steps ahead
About ID Public Relations
Established in 1993, ID began as a boutique publicity firm with only a handful of clients. Today, we are a fully-integrated agency representing hundreds of clients including many of the world’s leading actors, films, and filmmakers, musicians, brands, technology and production companies and corporations.
ID is home to an innovative group of communications strategists who work in highly customized teams designed to bring forth the best level of experience and expertise to drive measurable results. With these hybrid teams, we ensure that the most creative approach is taken when addressing the client's goals as they relate to branding, communication and media.
Our synergistic culture revolves around the core values of respect, collaboration and personal growth, fostered by a supportive team dynamic, open communication and creative opportunity. Our passion for our work is matched only by our unbridled vision: we translate our ideas, insight and skills into results for our clients every day.