Executive Assistant

Responsibilities

• Serve as a trusted, highly professional liaison among executives, direct reports, board members, members, key business partners, vendors, and other internal and external stakeholders.
• Manage sensitive and confidential information with professionalism, sound judgment, and discretion.
• Exercise judgment in prioritizing meeting requests, communications, and competing demands based on established executive preferences and business priorities.
• Proactively manage complex executive calendars, evaluating priorities, context, urgency, and scheduling dependencies to optimize executive time and preserve focus periods.
• Attend key meetings when requested to document decisions, summarize action items, identify accountable parties, and track follow-through.
• Partner with stakeholders to execute end-to-end planning or logistics for executive leadership offsites, annual meetings, and key networking or industry events.
• Coordinate cross-functional projects, track action items, monitor deliverables, and escalate risks to ensure initiatives remain on schedule.
• Develop and distribute meeting agendas, presentations, briefing materials, and supporting documentation in coordination with meeting owners.
• Identify opportunities to streamline administrative processes, improve workflows, and enhance the effectiveness of executive support.
• Conduct research and compile information to support executive decision-making, planning, presentations, and special projects.
• Support board and committee meeting logistics, including scheduling, room preparation, technology coordination, catering, materials, and follow-up activities.
• Prepare recurring and ad-hoc reports or presentations as needed for the leadership members assigned.
• Maintain an active physical presence in the office (4+ days per week), scaling up in-person coverage to match critical ELT meetings, board visits, QBRs, or executive offsites as needed.
• Perform other duties and projects as requested.

At First Entertainment, your role, and every role, is essential to fulfilling our Mission, “We build lifelong relationships with the people of the entertainment and creative industries based on a deep understanding of how they live and work,” and living our Core Values: Members First, Ownership, Integrity, Innovation, Inclusivity, and One Team. We expect all teammates to uphold these principles in everything they do.

Requirements

• High school diploma or college courses required. A college degree is preferred but not required.
• 5+ years supporting C-suite, executive, or senior leadership teams.
• Strong organizational and multitasking skills required.
• Exceptional communication skills across all levels of audience.
• The ability to exercise discretion, critical thinking, and judgement.
• Proficiency in MS Office products (Word, Excel, Outlook, PowerPoint, Teams, and SharePoint).
• Working knowledge of Canva, DocuSign, Concur, or similar business applications is preferred.
• Prior event coordination or planning experience preferred.
• Demonstrated interest in responsibly using artificial intelligence and other technology to improve administrative efficiency, accuracy, and workflow effectiveness.
• Ability to work outside standard business hours, including occasional evenings and weekends.