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Executive Administrative Assistant

Executive Administrative Assistant

Part-time
From $35/hr To $35/hr

Posted 4 weeks ago

About the job

Executive Assistant

Hybrid Part-time | 60% in-office (Fremont), 20 – 30 hrs/week, Standard business hours

Larj Media is a leading podcast production agency, specializing in crafting captivating audio experiences for brands and change makers. With a focus on storytelling and audience engagement, we produce high-quality podcasts that resonate with listeners and drive business results. Our team of experienced producers, editors, and sound engineers are dedicated to bringing our clients’ visions to life through immersive and impactful audio content. Due to our fast growth and incoming slate of new projects, we are looking for an Executive Assistant to join our team.

We’re in search of a highly organized and proactive Executive Assistant who thrives in a lively environment, to deliver top-notch administrative support our founder and head of our creative team, Tina Nole and her sister, the managing director, Joelle Nole. The role will also include some additional project-related tasks that will give our EA an opportunity to learn a bit about the ins and outs of podcast production and client management.

The ideal candidate will not only exhibit a keen eye for detail and possess outstanding organizational and communication skills; we seek an exceptional EA who leads with curiosity, is naturally resourceful, adaptable, and can balance humor and fun with professionalism.

As the EA, you’ll be at the core of our day-to-day operations, ensuring a seamless flow of activities, expertly managing schedules, and handling communications with a sense of urgency, occasionally running errands and taking on self-managed tasks, like planning events and travel. This position is tailored for an individual seeking a long-term commitment to grow alongside the agency and its leadership.

We’re a dog-friendly office. You’re welcome to bring your well-behaved, potty-trained beast to work!

Responsibilities

Calendar Management

  • Coordinate and manage complex schedules for Tina and Joelle.
  • Schedule and prioritize meetings, personal appointments, and events, ensuring optimal time management.
  • Manage a balance of 75% business-related and 25% personal-related tasks.

Communication

  • Draft and edit emails, correspondence, and other documents on behalf of Joelle and Tina.
  • Handle Tina’s email by responding and prioritizing communications daily.
  • Handle communication with a high level of discretion and privacy.

Meeting Coordination

  • Arrange and coordinate internal and external meetings, ensuring all necessary resources and materials are prepared.
  • Prioritize and re-work schedules to accommodate unplanned events as needed.
  • Plan, budget, and find venues to host meetings and events.

Project Support

  • Assist the production team with research, guest booking, proofing transcripts and show notes, updating status documents and other project-related materials.
  • Modify presentation decks and materials.

Expense Management

  • Manage receipts and track expenses
  • Collect invoices and track payments

Office Management

  • Welcome clients arriving at the studio and get them settled in (as needed to support producer).
  • Keep the studio and snack area tidy, restock snacks and beverages.
  • Manage the logistics of personal and office needs, from food deliveries to office supplies.
  • Run errands as needed.

Confidentiality

Handle sensitive information with discretion and maintain a high level of confidentiality.

Qualifications

  • 3+ yrs. experience in a professional environment
  • Experience with executive level calendar management using MS Outlook as a delegate
  • Power user of Microsoft Office products and applications
  • High school or equivalent diploma with some additional education in college, trade school or training program – must have excellent written grammar (this does not mean you need to be a native English speaker)
  • Experience with domestic or international travel coordination

Preferred

  • Experience working with creatives and creative teams
  • Experience managing multiple calendars
  • Bachelor’s degree
  • Superior attention to detail and ability to meet tight deadlines
  • Fast learner, problem solver

 

Compensation

$35/hr with a guaranteed minimum of 20hrs/week.

Potential to move to full time w/salary in 6-months.

Are you the right fit for this?