Executive Assistant

Our client, a leading global entertainment and media organization, is seeking a Senior Executive Assistant to support executive leadership during a critical coverage period.

Apply today for immediate consideration!

Job Title: Senior Executive Assistant

Location: Santa Monica, CA (Onsite)

Duration: 1+ months

Employment Type: W2 Contract

Pay Range: $40–45 per hour

Job Description

We are seeking a highly polished and adaptable Senior Executive Assistant to provide direct support to C-level leadership in a fast-paced, high-visibility environment. This role requires a proactive professional who can manage competing priorities, maintain confidentiality, and operate with a calm, solutions-oriented mindset.

The ideal candidate will have strong executive support experience, exceptional organizational skills, and the ability to thrive in dynamic environments where priorities can shift quickly.

Entertainment industry experience is strongly preferred.

This is an urgent coverage need with immediate interview availability and the potential to create long-term opportunities.

Key Responsibilities

Executive Support & Calendar Management

• Serve as the primary point of contact for executive leadership
• Manage complex calendars, scheduling changes, and meeting coordination
• Prioritize appointments and provide timely updates and reminders
• Anticipate scheduling conflicts and proactively resolve issues

Communication & Administrative Coordination

• Answer and manage incoming calls and correspondence
• Accurately document and relay messages in a timely manner
• Handle sensitive and confidential information with professionalism
• Manage incoming mail, email communications, and executive requests

Travel & Expense Management

• Coordinate domestic and international travel arrangements
• Prepare detailed travel itineraries and logistics
• Process and reconcile expense reports with accurate coding
• Resolve payment discrepancies and vendor-related issues

Organization & Operational Support

• Maintain organized electronic filing systems and documentation
• Support reporting needs and ensure deliverables meet high-quality standards
• Identify operational risks, conflicts, and problem areas proactively
• Assist with ad hoc administrative and coordination tasks as needed

Qualifications

• 5+ years of Executive Assistant experience supporting senior or C-level executives
• Prior experience in fast-paced corporate environments
• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Ability to maintain discretion and confidentiality
• Positive, flexible, and solutions-oriented demeanor

Must-Have Skills

• C-suite executive support experience
• Advanced calendar and scheduling management
• Travel coordination and expense reporting
• Strong communication and interpersonal skills
• Ability to manage shifting priorities and deadlines
• High attention to detail and organizational skills

Nice to Have

• Entertainment, media, or creative industry experience
• Experience supporting multiple executives or high-volume environments
• Familiarity with Microsoft Office Suite and collaboration tools
• Experience with expense management systems

Additional Information

• Urgent backfill opportunity with immediate interview process
• High-visibility role supporting executive leadership
• Fast-paced and collaborative work environment
• Short-term assignment with potential for future opportunities
• Candidates must be comfortable working onsite in Santa Monica, CA

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Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

Applicant Privacy Disclosure

We collect personal information from applicants during the recruiting, pre-offer, and offer process.

During the recruiting, pre-offer process and offer process, we may collect the following categories of personal information:

Identifiers, such as name, address, and email address.

Professional and Employment-Related Information, such as resume, work history, education, and qualifications.

Information Voluntarily Provided by You in connection with the recruiting and pre-offer process.

Sensitive Personal Information, where legally permitted and necessary, such as Social Security number and date of birth.

Personal information is collected and used for the following business purposes: evaluating qualifications and eligibility for employment; communication regarding the recruitment and application process; verifying eligibility for employment; and complying with applicable legal, regulatory, and contractual obligations.

Personal information is collected and used only as necessary, and we are committed to data minimization, privacy, and providing equal employment opportunities. We are an international organization, and personal information may be accessed or processed by authorized personnel or service providers located outside the United States, subject to appropriate safeguards. We restrict use and access to personal information to authorized personnel and service providers with confidentiality and data security obligations. We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure.

*For information about our privacy practices, please review our Privacy Policy at: https://prideglobal.com/privacy-policy*

If you do not consent to the collection of such personal information, please advise us immediately in writing at [email protected]

Equal Employment Opportunity

[Hiring Entity Name] is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

[Hiring Entity Name] is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation