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Assistant, Executive Office (Harpo, Inc.)

Location: West Hollywood, CA
Date Posted: 02-01-2017
POSITION SUMMARY
 
The Assistant provides high-level administrative and production support, including scheduling and travel management, sensitive communications and record-keeping; and serves as a liaison to a senior executive within and outside of Harpo and OWN.
 
RESPONSIBILITIES
 
Operations/Office:
  • Answer phones/log phone messages; maintain accurate, up-to-date contact database.
  • Manage executive’s phone log and daily/weekly/long-term schedule.
  • Coordinate meetings and related materials, assist executive with daily office work, and collaborate as needed on special projects.
  • Arrange travel and itinerary for executive; and assume office responsibilities and aid with requests during executive’s travel.
  • Maintain ongoing list of requests and send out daily updates.
  • Maintain filing systems and records, databases, and office supplies for Executive Office and copy room.
  • Prepare Executive Office spaces (includes kitchen, office, bathroom, conference room(s), VO booth set-up, etc.).
  • Replenish Executive Office supplies and maintain corresponding equipment.
  • Handle petty cash and reimbursements; manage office subscriptions.
  • Collect and forward team vacation requests and other items for executive’s approval.
  • Collaborate with and support other assistants as needed.
  • Assist with personal duties, appointments, and special requests, as needed.
  • Other related duties, as assigned.
 
Scheduling/Production:
  • Draft daily schedules for Executive.
  • Update Executive Office calendars and maintain monthly accounts for future reference. 
  • Propose scheduling options for shoots, meetings, etc.
  • Schedule tracking, video conferences and screenings.
  • Coordinate VIP and guest arrivals at office.
  • Ensure green room/rider is set for production/live events.
  • Other related duties, as assigned.
 
QUALIFICATIONS
 
  • Bachelor’s Degree or equivalent combination of education and skills are required.
  • 2-3 years’ executive office experience reporting to senior-level positions.
  • Must be skilled in MS Office (Word, Excel, PowerPoint).
  • Highest level of confidentiality and discretion is required.
  • Must have extraordinary ability to multi-task and exceptional attention to detail.
  • Strong writing skills, impeccable grammar, spelling and punctuation are required.
  • Excellent communication skills and phone manner.
  • Outstanding prioritization skills.
  • Strong industry knowledge.
  • Must be open to travel between OWN offices in Los Angeles and possibly other travel, as needed.
 
* For full consideration, please attach a resume and cover letter with your application.


OWN, LLC is an Equal Opportunity Employer. It is our policy to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, creed, national origin, gender, sexual orientation, age, gender identity, marital status, citizenship, disability, genetic information or veteran status or any other basis prohibited by applicable federal, state or local law.
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