Executive Assistant to Managing Director

This is a Full Time Job

Personal & Executive Assistant to Managing Director
Industry: Entertainment - Documentaries/Unscripted

Are you an exceptionally organized and adaptable individual who thrives in a fast-paced environment? We are seeking a Personal & Executive Assistant to support our Managing Director, ensuring seamless diary and travel management, overseeing key production tasks, handling personal admin (including pet care), and assisting with special projects.

Reporting Structure: While you will work closely with the MD in LA, you will also collaborate regularly with the Head of Operations in London, who has been the MD's right hand for the past five years. She will provide training, ongoing support, and guidance, working closely with you on key responsibilities. While you'll often be on the ground with the MD, much of the coordination and oversight will come through the Head of Ops.

Key Responsibilities:

Executive Support & Diary Management
• Manage the MD's calendar with precision-booking appointments, calls, and meetings while ensuring all details are accurately logged. Time Zone management is key - calls/meetings often span multiple time zones; you must be diligent to avoid scheduling errors.
• Keep the MD on schedule, adjusting plans as needed when meetings overrun, cancel, or shift. Proactively reorganize the day in real time, ensuring smooth transitions between commitments.
• Take meeting notes, distribute agendas, and circulate follow-ups to the team.
Travel Management
• Arrange domestic and international travel, including flights, hotels, airport transfers, and car hires.
• Collaborate with the Head of Ops to manage costs and track travel expenses.
• Maintain up-to-date travel documentation and itineraries.
• Be flexible with hours to accommodate time zone differences and last-minute travel changes.

Production Support
• Assist the Line Producer with production coordination tasks, including shoot paperwork and logistics.
• Maintain accurate logs of shoot days, locations, and costs.

Personal Assistance
• Oversee household management, including coordinating contractors, cleaners, and repairs.
• Manage the MD's vehicle appointments, services, and maintenance.
• Handle various personal admin tasks as needed, including dry cleaning, groceries, and event management.
• Pet care & management - must be comfortable with dogs.

Mail & Document Management
• Process physical & virtual mail-opening, scanning, logging, and ensuring important correspondence is actioned.

Record-Keeping & Follow-Ups
• Keep detailed records of key contacts or suppliers.
• Maintain an organized system to track bookings, vendors, and relevant follow-ups.
• Be proactive in prompting follow-ups and ensuring key connections are maintained.

Asset & Systems Management
• Track company assets, including computers, devices, and equipment, using an online system.
• Maintain records of who has what, where it's located, and when it's checked in/out.
• Ensure equipment is logged, numbered, and properly accounted for.

Special Projects & Systems Implementation
• Identify opportunities to streamline workflows and enhance efficiency.
• Research, test, and implement new task management and reminder systems.
• Drive process improvements to support the MD's productivity.

What We're Looking For:
• Los Angeles-based - with a valid driver's license.
• Happy to travel between Los Angeles locations (Culver City, WeHo)
• Highly organized with exceptional attention to detail.
• Strong time zone awareness - must be able to manage global scheduling without mistakes.
• Flexible and quick-thinking-able to adapt to changing schedules.
• Strong problem-solving skills and a proactive approach.
• Experience in executive support, diary management, and travel coordination.
• Understanding of production environments and the ability to support production admin.
• Comfortable working flexible hours across time zones, as the MD travels frequently.
• Good with pets-willing to assist with dog-related care.
• Diligent record-keeper - must maintain detailed logs of contacts, bookings, and follow-ups.
• Spanish language a bonus!
• Tech-savvy - able to work with the following systems: MS Office (Word, Excel, PowerPoint, Outlook), Egnyte, Trello, Slack, WhatsApp, InDesign is a plus!

If you're a strategic, hands-on assistant who thrives in a dynamic role, we'd love to hear from you!