What are the responsibilities and job description for the Executive Assistant position at Tait?

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

Position Purpose

The Executive Assistant provides high-level administrative support to the Chief Legal Officer. The role involves managing schedules, preparing reports, handling information requests, and performing various tasks to ensure smooth daily operations. The ideal candidate is proactive, highly organized, and capable of handling confidential information with discretion.

Essential Responsibilities / Accountabilities

Administrative Support :

Manage executive schedule, including meetings, appointments, travel arrangements, and conferences.
Coordinate internal and external communications on behalf of the executive, ensuring timely and accurate dissemination of information.
Screen calls, emails, and other communications, prioritizing and handling them appropriately.

Calendar & Meeting Management :

Organize and schedule executive meetings, including preparing agendas, documents, and presentations.

Attend meetings as required to take minutes, track action items, and follow up on deliverables.

Ensure the executive is well-prepared for meetings, anticipating needs and providing relevant materials.

Travel Arrangements :

Plan and coordinate domestic and international travel itineraries, including flights, hotels, transportation, and visas if necessary.

Prepare travel expense reports and ensure timely reimbursement.

Document Preparation & Management :

Draft, edit, and format documents, presentations, and reports for internal and external use.

Maintain accurate and organized records, ensuring documents are readily accessible when needed.

Handle sensitive and confidential information with discretion and professionalism.

Project Management Support :

Assist with the coordination and execution of key projects, liaising with internal teams and external stakeholders to ensure deadlines are met.

Track project progress and report back to the executive with updates and next steps.

Communication Liaison :

Act as a key point of contact between the executive and internal / external stakeholders, ensuring clear and efficient communication.

Handle inquiries and requests from internal teams, clients, and partners with professionalism and tact.

Office & Event Coordination :

Assist in organizing executive-led events, meetings, and workshops.

Coordinate logistics for board meetings, including room setup, catering, and technology requirements.

Adhere to all company safety policies and procedures.

Attend meetings, seminars, and training sessions as required.

Perform assigned duties according to the policies and expectations prescribed by the company.

To perform this position successfully, each essential responsibility / accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.

Other duties may be assigned to meet business needs.

Competencies

Behavioral competencies that are critical to effective performance and a mapped for our organizational beliefs : Visionary, Ingenious, Dedicated, Together

Initiate Action

Detail Oriented

Agile and Adaptable

Communication

Minimum Qualifications

To perform the essential responsibilities, individuals must have the following level of education and experience, or equivalent combination. Additionally, the following certifications, knowledge, skills, or physical requirements are necessary for the position.

Education :

HS Diploma required

Bachelor’s degree in Business Administration, Communications, or a related field is preferred but not required.

Experience :

4 years of proven experience in an executive support or administrative role, preferably within a fast-paced environment.

Experience managing complex schedules, coordinating high-level meetings, and handling confidential information.

Skills :

Excellent organizational and time management skills.

Strong communication skills (verbal and written).

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools or CRM systems.

Ability to work independently and manage multiple tasks simultaneously.

Exceptional attention to detail and a proactive attitude.

High level of discretion and professionalism.

Preferred Qualifications

In-house experience in the entertainment, live events or client services industries helpful, but not required.

Previous experience in supporting legal professionals is highly desirable.

Travel

This position may require occasional travel to meet with stakeholders, vendors, or clients, both domestically and internationally.

Work Conditions and Physical Effort

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls.

The employee frequently is required to reach with hands and arms and talk or hear.

Specific vision abilities required by this job include close vision, color vision, and peripheral vision.

The employee regularly operates a computer, including typing, using a mouse or keyboard, and viewing the screen for extended periods.

While the role does not require regular lifting or physical exertion, there may be occasional onboarding programs or training opportunities that create opportunities for more exposure to physical tasks or new environments (sites, venues, etc.)

LI-AB1

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.

Apply for this job

Receive alerts for other Executive Assistant job openings

Executive Assistant

What are the responsibilities and job description for the Executive Assistant position at Tait?

What is the career path for a Executive Assistant?

Job openings at Tait

Not the job you're looking for? Here are some other Executive Assistant jobs in the Lititz, PA area that may be a better fit.

We don't have any other Executive Assistant jobs in the Lititz, PA area right now.

AI Assistant is available now!