What are the responsibilities and job description for the Executive Assistant position at Clarity Recruiting?
Our client is seeking a highly organized, detail-oriented, and proactive career Executive Assistant to support the a Media Principal and team of 3. This role provides high-level administrative and project coordination support and requires exceptional discretion, resourcefulness, and the ability to anticipate needs in a fast-paced, high-volume environment.
The ideal candidate is a collaborative team player with excellent communication and interpersonal skills, capable of managing a broad range of responsibilities—from complex scheduling and travel coordination to project support, event management, partner communications, and creative/media-related initiatives.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Proactively manage the principal’s calendar, including scheduling meetings, confirming engagements, anticipating needs, rearranging schedules as necessary, and ensuring appropriate administrative and technological resources are in place
- Handle daily administrative tasks, maintain comprehensive and up-to-date contact lists, and manage essential documentation
- Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation; maintain accurate traveler profiles and track and submit expenses in a timely manner
- Develop, review, and edit a wide range of written materials, including emails, memos, briefings, presentations, and meeting recaps
- Assist with project management by tracking progress, maintaining accurate data and updates, fostering collaboration among stakeholders, and tracking project hours for reporting purposes
- Conduct research and analysis to support ongoing initiatives, including effective data gathering and synthesis
- Provide comprehensive support for planning and executing internal events, team retreats, and special convening
- Maintain a film submissions pipeline, including sending and collecting release forms, updating tracking tools, and coordinating regular review sessions with leadership
- Support coordination of film screenings, events, grant tracking, and strategic engagement with external partners
QUALIFICATIONS
- 10-15 years of administrative experience, including executive-level support
- Bachelor’s degree preferred
- Exceptional organizational and multitasking skills with strong attention to detail
- Excellent verbal and written communication skills; comfortable engaging with senior internal and external stakeholders
- Proven ability to handle sensitive and confidential information with discretion and professionalism
- Experience in the film industry, media, or municipal/public-sector environments is a plus
On-site: 5 days in office
Comp: Up to 150k DOE