Executive Assistant

This is a Full Time Job

In-person - Full-time - Los Angeles (Silverlake)

SKILLS:

Business Development, Outreach, Calendar Management, Hiring, Customer Relationship Management (CRM), Teamwork, Analytical Skills, Interpersonal communication

POSITION:

We're seeking an ambitious and motivated executive assistant eager to build their career with a fast-moving, award-winning documentary film company with unlimited upside and growth opportunities.

WHO WE ARE:

Black Valley Films is an award-winning documentary production company based in Los Angeles. It is helmed by Academy Award-nominated director Scott Hamilton Kennedy, who specializes in award-winning and critically acclaimed films such as OT: Our Town, The Garden, Fame High, Food Evolution, and SHOT IN THE ARM.

Black Valley Films is at the forefront of a movement redefining independent film distribution. We're committed to providing thought-provoking, inspiring content to the world. We follow a partner-driven approach, which allows us to make films and tell stories while retaining our journalistic integrity and creative freedom. Sometimes, we win awards or cause controversies. We love what we do and are just as passionate as the day we started. We are seeking a like-minded individual to join our team. If this sounds like you, then let's talk!

WHO WE'RE LOOKING FOR:

We're looking for a self-motivated doer who loves organization and has meticulous attention to detail. Why? Because that's the number one responsibility of the job!

As an executive assistant, you will be primarily assisting our director, although you will also be helping our executive producer as needed. This position offers hands-on experience to grow within the film industry and interfaces directly with the director and executive producer daily. If you are not comfortable creating connections and building relationships with others over the phone, on video chat, or in person, this is NOT the job for you.

We are interested in outside-the-box candidates who can engage and get results for their company. You might not have film industry experience, but maybe you've held a job as an executive assistant in a non-film role, you've managed an office, or been active in entrepreneurial efforts. What's valuable to us is that you've had related experience that can be applied to this job.

If you're driven, hardworking, and looking for an opportunity to make a significant impact in people's lives while advancing your career in the film industry and learning how to survive and thrive in the independent film world, Black Valley Films is your platform to shine.

KEY RESPONSIBILITIES:

• Support the Executives in achieving company goals by managing their schedule, travel logistics, and personal tasks.

• Handle correspondence, maintain records, and coordinate meetings, ensuring the director has necessary materials and clear agendas.

• Track expenses and prepare reports for the director's meetings.

• Organize daily priorities and limit meeting conflicts through effective communication.

• Arrange & attend daily meetings and debriefs to discuss director priorities and meetings for the day, with end-of-day and start-of-day reminders; review action items and delegate to team members.

• Increase the director's productivity by consistently updating CRM with accurate & detailed information

• Maintain and refine internal processes set by EP and coordinate internal and external resources to expedite workflows (i.e., use of software, SOPs, guides, etc)

• Manage office supplies and cleanliness

• Managing and organizing BVF media assets (in Google, Dropbox, Vimeo, Canva, external drives, etc)

• Leads ongoing updates to and compliance with the BVF Staff Handbook

• Job posting, onboarding, and delegating tasks to interns, and ensuring that deadlines are met and done to satisfactory standards

• Support staff by researching hard-to-find contacts

• Overseeing strict organization of files, organized and up-to-date

• Assist in managing the office budget, processing freelancer start paperwork, and collaborating with the bookkeeper for timely approvals and payments

• Maintain billing and administrative records related to office operations.

• Conduct research for various projects

• Ensure that all staff and freelancers have the resources to perform their roles effectively

• In collaboration with the bookkeeper, onboard freelancers with BVF start paperwork, handbook, passwords, and supplies

• Collaborate with & support EP in preparing meeting agendas

• Manage and track social media posts and coordinate marketing schedules.

• Initiate and oversee awards submissions and delegate administrative tasks to interns.

PREFERRED SKILLS:

-Related work experience that includes assisting or a customer service background.

-Excellent communicator.

-Able to work in a fast-paced, high-energy environment.

-Meticulous attention to detail and a high sense of accountability.

-Driven and hardworking, with a keen interest in learning and personal growth.

-Coachable and willing to embrace training and feedback.

-A fantastic sense of humor or willingness to laugh at bad jokes.

PAY STRUCTURE:

$18/hr

QUALIFICATIONS:

-A High School diploma or equivalent education.

-Prior experience is ideal, but showcasing a track record of meeting or exceeding targets in previous employment is more important.

-Proficiency in basic computer skills, including Google Suite, Dropbox, and Vimeo.

-Knowledge and/or experience working with Airtable is preferred but not required.

INTERVIEW PROCESS:

1) Initial application submission

2) Short video submission (This is a required step. Your entry into the final round will only be considered with a video.)

3) Job interview

PLEASE NOTE: This job application requires a short video submission. We will only entertain applications with the video as described below. Please keep the video to 3-5 minutes.

Video Application: To apply for this position, please make a simple smartphone video introducing yourself and answering the following three questions (see below). The video portion of this application is not optional. Upload your video to YouTube or Vimeo, and then include the link to your video and password in the application, and then submit.

1. In what specific ways are you ideally suited for this position?

2. Aside from income, what do you consider the specific benefits of this job for you, and how will working for Black Valley Films fit into and support your current schedule and career goals?

3. Give three examples of previous experience that will translate well into this role.