Executive Assistant to ceo

Company Overview

Cast & Crew  is a leading provider of payroll services and production accounting services to the Entertainment Industry. Through service offices in Burbank, New York, Baton Rouge, Albuquerque, Toronto and Vancouver, Cast & Crew provides ATL and BTL payroll services to the Motion Picture, Television and Commercial Industries and offers its comprehensive PSL family of production accounting software.

Basic Role

Reporting to the CEO, the Executive Assistant is responsible for providing administrative support to the CEO and the department’s reporting to the CEO. Responsible for overseeing and running day-to-day operations and ensuring the CEO’s front office runs smoothly.  Accuracy and confidentiality are of utmost importance in this position.  This is a fast-paced, demanding role which requires the ability to prioritize and multi-task while delivering a quality product. It is essential that the Executive Assistant lightens the burden of the CEO so they can focus on the larger picture.

Key Functions

  • Assistance with the creation of PowerPoint presentations
  • Assistance with Excel based reports
  • Process and code vendor invoices for approval
  • Travel arrangements for the department management and CEO
  • Preparation of monthly expense reports and review of other managements reports for completeness and accuracy
  • Proofs and drafts communications as needed
  • Maintenance of files and event tickets
  • Answer phone calls with the appropriate follow-up and prioritization as to importance, next steps, etc. based on the caller
  • Coordinate meetings including reserving meeting rooms, accumulating reference materials, confirming attendees, etc.
  • Management of calendar events including reminders of upcoming meetings, clearing conflicts, communicating conflicts that arise throughout the day
  • Other departmental filing as needed
  • Special projects as assigned
  • General assistance to the department personnel as needed

Core Competencies

Client Service

  • Focused on meeting the expectations and requirements of internal and external customers
  • Develops and maintains good working relationships with customers

Interpersonal Skills

  • Treats people with respect 
  • Relates well to all levels and kinds of people inside and outside the organization
  • Is tactful and uses diplomacy
  • Builds constructive and effective relationships

Teamwork

  • Works collaboratively with others 
  • Thinks “we” not “I”; works for best solution rather than own solution

Initiative

  • Self-starter
  • Accepts and promotes continuous improvement
  • Overcomes barriers to achieve success

Productivity

  • Allocates own time efficiently
  • Prioritizes and handles multiple demands
  • Eliminates inefficiencies
  • Uses technology to enhance productivity
  • Creative problem solver who is extremely well organized and accustomed to maintaining meticulous records

Communication Skills

  • Excellent communication skills – verbal and written
  • Able to work in a fast-paced production environment, while providing and receiving constructive feedback
  • Effectively communicate issues that are complex in nature, both verbally and in writing, through various mediums
  • Dialogue effectively with clients to identify needs, prioritize requests, and remove extraneous information

Planning & Organization

  • Able to organize and prioritize multiple tasks under daily deadlines

Flexibility

  • Capably handles multiple priorities and shifting demands

Accountability

  • Takes full responsibility for outcomes
  • Exhausts all avenues to complete assignments
  • Follows through on commitments and agreements

Requirements

  • High school graduate or equivalent
  • Minimum of 10 years experience in an administrative role and at least 3 of them as an Executive Assistant - preferably for an Executive
  • Paralegal and/or Notary is a plus
  • Experience with exposure to confidential information and an understanding of the importance of maintaining such confidentiality including personnel related, legal and financial information
  • Strong knowledge of computer applications including Microsoft Excel, Word, Outlook, PowerPoint and Visio
  • Experience in the entertainment industry is a plus

Physical Demands

  • SEDENTARY - Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, or pull. Involves sitting most of the time, but may involve walking or standing for brief periods of time.

Apply Here

OR: Please send an e-mail to employment@castandcrew.com with the JOB TITLE in the subject line.

Include: Introduction Paragraph about yourself
Salary Requirements
Attach: Resumé