Executive Assistant- Las Vegas

Frequency Pictures - Las Vegas, NV

Full-time - Mid Level

Remote - Las Vegas, NV

1-10 employees

Motion Picture and Sound Recording Industries

About the position

Frequency Pictures is a dynamic, 10-time Emmy Award Winning commercial production company based in Las Vegas, known for producing high-quality content and brand activations that engage audiences and drive results for clients. As the company continues to expand, we are seeking a dedicated and highly organized Executive Assistant to support our Founder and Executive Producer. This role is crucial in managing the administrative and operational needs of the executive, ensuring that all tasks are handled efficiently and effectively. The ideal candidate will thrive in a fast-paced environment and possess a proactive, resourceful, and detail-oriented approach to their work. The Executive Assistant will be responsible for a variety of tasks, including calendar management, email management, project coordination, travel arrangements, office management, web and social media planning, event planning, document management, and financial assistance. This position requires exceptional organizational skills, strong communication abilities, and a high level of professionalism. The Executive Assistant will act as the primary point of contact between the Founder and internal/external clients, manage the Founder's calendar, and assist with the coordination and execution of production projects. Additionally, the role involves overseeing day-to-day office operations and providing personal support to the Founder as needed. Candidates should have a minimum of 3-5 years of experience as an Executive Assistant, preferably in the film, media, or entertainment industry. A Bachelor's degree in Business Administration, Communications, or a related field is preferred. The successful candidate will demonstrate proficiency in Microsoft Office Suite, Gsuite, and project management tools, along with the ability to multitask and prioritize effectively in a fast-paced environment. This position offers a competitive salary, health insurance stipend, paid time off, and opportunities for professional development and growth within the company.

Responsibilities

• Efficiently manage the Founder's calendar, including scheduling meetings and coordinating with clients.
• Act as the primary point of contact between the Founder and internal/external clients and contractors.
• Manage inbox, create labeling and sorting system, draft correspondence, and respond on behalf of the Founder as needed.
• Assist with the coordination and execution of production projects, including tracking timelines and managing budgets.
• Organize and coordinate domestic and international travel, including flights, accommodations, itineraries, and meetings.
• Oversee the day-to-day operations of the office, including ordering supplies and managing vendor relationships.
• Coordinate with the web team to update the website and ensure social media content is current.
• Assist in planning and coordinating company events, client meetings, and other special projects.
• Prepare, review, and organize documents, presentations, and reports, ensuring proper filing and accessibility.
• Support the Founder with basic financial tasks such as invoicing, expense reports, and budget tracking.
• Handle sensitive and confidential information with discretion and professionalism.
• Provide occasional personal support to the Founder, including managing personal appointments.

Requirements

• Minimum of 3-5 years of experience as an Executive Assistant, preferably in the film, media, or entertainment industry.
• Bachelor's degree in Business Administration, Communications, or a related field is preferred.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Gsuite, and project management tools.
• Ability to multitask and prioritize in a fast-paced environment.
• Experience with travel coordination and event planning.
• Basic financial knowledge and experience with invoicing and expense tracking.

Nice-to-haves

• Experience in the film, media, or entertainment industry is preferred.
• Familiarity with project management tools and software.

Benefits

• Competitive salary and opportunities for performance-based bonuses.
• Health insurance stipend.
• Paid time off and holidays.
• Opportunities for professional development and growth.
• Opportunity to grow and manage a team.
• Flexible work environment with the option for remote work.