Executive Administrative Assistant

About Us

At Cast & Crew, we’ve empowered creativity and supported the global entertainment industry for decades. Together with our family of brands - Backstage, CAPS, Checks & Balances, Final Draft, Media Services, Sargent-Disc, and The TEAM Companies – we operate as a combined entertainment technology and services provider offering industry standard screenwriting accounting software, digital payroll products, data & reporting, and a host of creative tools.  The industry continues to move faster than ever, and the need for our expertise, our technology, and our people has never been greater.  We are a production’s best ally every step of the way. #OneCastOneCrew

Position Overview:
The Administrative Support to the Executive Business Partner (EBP) to the CEO provides high-level administrative and organizational support to the Executive Business Partner, enabling efficient operations and seamless execution of strategic initiatives. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities with discretion and professionalism.
The Administrative Support will assist in managing the CEO’s office operations, ensuring alignment with business goals and maintaining confidentiality. This position requires proactive problem-solving, strong communication skills, and a collaborative approach to supporting the dynamic needs of the Executive Business Partner to the CEO.
This role is essential to ensure the CEO’s office operates efficiently and strategically. By supporting the Executive Business Partner with critical tasks, this position directly contributes to the smooth execution of high-level initiatives and the success of organizational goals.

Core Responsibilities:

Administrative Support:

• Assist the Executive Business Partner in day-to-day responsibilities, ensuring efficient workflows and prioritization of tasks.
• Prepare, proofread, and format correspondence, reports, and presentations for internal and external stakeholders.
• Manage departmental filing and maintain organized records of key documents.

Calendar Management:

• Support scheduling and calendar management, including coordinating meetings, resolving conflicts, and sending reminders.
• Arrange meeting logistics, such as booking rooms, gathering materials, and confirming attendance.

Travel Coordination:

• Assist with booking and coordinating travel arrangements for the CEO and Executive Business Partner.
• Prepare travel itineraries, manage changes, and ensure alignment with the CEO’s schedule.

Communication & Liaison:

• Handle correspondence on behalf of the Executive Business Partner, ensuring professionalism and accuracy.
• Serve as a liaison between internal teams and external contacts, maintaining clear and effective communication.
• Handle incoming calls, prioritize follow-ups, and manage inquiries with tact and professionalism.

Expense Management:

• Prepare and process expense reports, ensuring completeness and accuracy.
• Assist with invoice coding and vendor payment processing to maintain financial records.

Project Assistance:

• Assist with special projects as assigned, demonstrating initiative and problem-solving skills.
• Coordinate and support events, including logistics and materials preparation.
• Gather and organize data for reporting and analysis.

Key Qualifications:

• Education & Experience:
  • High school diploma or equivalent required; Bachelor’s degree preferred.
  • 3–5 years of administrative support experience, preferably working with executive-level management.
• Skills & Competencies:
  • Exceptional attention to detail and accuracy in all tasks.
  • Strong organizational and time-management skills with the ability to prioritize multiple deadlines.
  • Excellent written and verbal communication skills, with a professional demeanor in all interactions.
  • High proficiency in Microsoft Office Suite, including PowerPoint, Excel, Word, and Outlook.
  • Proven ability to maintain discretion and handle sensitive information with confidentiality.
• Attributes:
  • Proactive and resourceful with a self-starter mindset.
  • Comfortable navigating uncertainty and adjusting priorities as needed.
  • Technologically savvy and adaptable to new applications and tools.
  • Professional polish and stability under pressure, with the ability to handle fast-paced environments.

Preferred Qualifications:

• Experience supporting C-suite executives or high-level management.
• Familiarity with event coordination and project support.

 

Special Work Conditions    

• Sedentary – Involves sitting most of the time but may involve walking or standing for brief periods of time. Some positions may entail exerting up to 15 lbs. of force occasionally and/or a negligible amount of force to lift, carry, push, or pull.

Benefits 

Cast & Crew provides a comprehensive package of employee benefits including: Medical, Dental, Vision, PTO, health and wellness programs, employee discounts, and more! Note: Cast & Crew benefits are subject to eligibility requirements.

Cast & Crew is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

CA residents
Your personal information may be collected in connection with certain services provided by Cast & Crew or its affiliated companies.  A summary of your California privacy rights can be found at: https://www.castandcrew.com/privacy-policy/

Compensation is commensurate with various factors including, but not limited to, relevant experience, qualifications, skills, training, licensure, certifications, geographic cost of labor, and other business and organizational needs. Compensation range for candidates in other locations may differ based on the cost of labor in that location. The compensation range for this position is: $30.00 - $36.00 per hour.

Salary : $30 - $36