Executive Assistant

Executive Assistant at Forward Motion Artists Executive Assistant at Forward Motion Artists in Huntington Park, California Posted in 3 days ago.

Type:

full-time

Job Description:

Overview We are seeking a highly organized, proactive, and discreet Executive Assistant to support a Founder / Artist Manager in a fast-paced, dynamic environment. This role goes beyond traditional administrative support, it is a true right-hand position, balancing high-level executive support, travel coordination, and oversight of day-to-day office operations. The ideal candidate thrives under pressure, anticipates needs before they arise, and can seamlessly switch between strategic thinking and detailed execution. Key Responsibilities Executive Support Manage complex calendars across multiple time zones, prioritizing shifting demands and high-volume scheduling Coordinate internal and external meetings, calls, and appointments with precision Act as gatekeeper and liaison between manager and internal/external contacts Prepare agendas and follow-ups for meetings Handle sensitive and confidential information with the highest level of discretion Travel & Logistics Coordinate extensive domestic and international travel, often on short notice Prepare detailed itineraries including flights, accommodations, ground transport, and contingencies Travel alongside manager as needed to provide on-the-ground support Manage expenses, travel budgets, and post-trip reconciliation Anticipate preferences to ensure seamless, high-touch travel experiences Office & Operations Management Oversee day-to-day office operations to ensure a smooth and efficient working environment Manage office vendors, supplies, and services Support onboarding of new hires Assist with light project management across internal initiatives Implement and maintain organizational systems and processes Personal Support (as needed) Assist with personal scheduling, appointments, and logistics Coordinate gifting, events, and special projects Handle ad hoc personal tasks with professionalism and discretion Qualifications 3 + years experience supporting a senior executive Experience in fast-paced industries (entertainment, music, startups, or creative sectors preferred) Exceptional organizational and time management skills Strong written and verbal communication Ability to anticipate needs and problem-solve independently High level of discretion and emotional intelligence Proficiency in Google Workspace, Microsoft Office, and scheduling tools