Executive Assistant to Founder/Manager

Ceremony of Roses

Los Angeles, CA    

 

Job Description:

Ceremony of Roses, LLC is seeking for a qualified candidate to provide personal administrative assistance to the Founder/Manager. This role includes interaction and coordination with all staff across the business, as well as clients.

 


 

Required Education/Experience:

  • Bachelor’s Degree strongly preferred

  • 3 years of executive assistant or related experience

  • Experience in music and entertainment settings a plus

 

Skills and Competencies

  • Proficient at using Word, Excel, Powerpoint (or MAC equivalent)

  • Comfort on a MAC is preferred

  • Experience with G-Suite

  • Knowledge of file conversion

  • Familiarity with databases pertinent to touring and e-commerce platforms a plus

  • Must have highly developed organizational skills and superior communication skills, both oral and written

  • Outstanding interpersonal skills

  • Excellent attention to detail and follow through

  • Thorough research and reporting skills

  • Ability to prioritize and handle multiple projects and tasks

  • Ability to work independently and take the initiative to respond to changing situations and priorities

  • Discrete, able to exercise good judgment, tact and diplomacy

 

 


 

Essential Duties and Responsibilities:

 

General

  • Available 24 hours/day to assist Manager as needed

  • Calendar Management -- vacation, days off, daily schedule

  • Plan and schedule meetings, calls and events

  • Send reminders of all calls and meetings 15/30 minutes prior

  • Prepare all relevant materials pertaining to scheduled meetings, calls, and events (agendas, presentations, spreadsheets, global conference calls and other documents)

  • Prepare and edit correspondence, communications, presentations, and other documents as necessary

  • Keep the Manager informed about phone calls/info regarding current and potential clients, partners, and business associates

  • Make travel reservations and accommodations for Manager as needed

  • Manage travel budgets and reconciliations

  • Keep Manager aware of all COR clients’ events and daily activities

  • Maintain digital files, contracts and other documentation for COR Office

  • Maintain updated list of work and clients of COR

  • Order supplies, products, gifts, and maintain records of expenses, inventory, and reimbursements

  • Order and prepare employee & client birthday cards for Manager

  • Attend events and shows as needed

  • Be available to assist other departments as needed for administrative needs

  • Proactively anticipate needs and next steps

 

Management Liaison

  • Maintain good relations with all clients, partners, and business associates

  • Send out COR weekly and/or monthly meeting notices

  • Create annual COR Executive meeting schedule with the Manager

  • Take detailed notes during all phone communications and in person meetings

  • Work with the Business Office to maintain personal and client records for annual audit, including but not limited to, monthly credit card statements, receipt reconciliation, etc.

 

Office, Hospitality, and Food Orders

  • Maintain neat and professional appearance of Manager’s front and personal office

  • Responsible for running food and miscellaneous errands for Manager (Coffee, Meals,Supplies, Runs, etc.) as directed

  • Oversee office budget

  • Create a positive and welcoming atmosphere in the COR office

 

Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

 

 


 

Submissions: Please submit a cover letter and resume to jobs@ceremonyofroses.com.

 

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