Position Overview
The Administrative Assistant, Talent provides dedicated administrative, scheduling, and operational support to two company executives who also serve as on-camera talent while additionally supporting the day-to-day operations of the Talent department. Reporting to the Director of Talent, this role serves as a trusted partner in coordinating complex calendars, meetings, travel, and departmental initiatives to ensure priorities stay organized in a fast-paced production environment.
Approximately 60% of the role is focused on supporting executive talent, with the remaining time dedicated to administrative support for the broader Talent team. The ideal candidate is highly organized, proactive, adaptable, and able to anticipate needs while maintaining discretion and professionalism.
Core Competencies
- Organization & Prioritization: Manages multiple schedules, deadlines, and competing priorities with exceptional attention to detail.
- Proactive Problem Solving: Anticipates needs, identifies potential conflicts, and follows through with thoughtful solutions.
- Communication & Collaboration: Builds strong relationships across Talent, Production, Programming, Marketing, and other cross-functional teams.
- Professionalism, Confidentiality & Discretion: Exercises exceptional judgment when handling sensitive information, executive communications, and confidential business matters while maintaining trust and professionalism.
- Adaptability: Thrives in a fast-paced environment where priorities frequently shift and no two days look the same.
Key Responsibilities
- Executive Support: Serve as a trusted partner to two senior executive talents by providing administrative and project support with necessary confidentiality and discretion.
- Support executive initiatives by coordinating projects, taking meeting notes, tracking action items, and assisting with operational, business, and personal projects.
- Accompany executive talent to set as needed, providing administrative and cast support.
- Executive Coordination: Manage the day-to-day logistics that keep executive talents organized, informed, and prepared.
- Manage complex calendars, meetings, travel, and expenses while anticipating scheduling conflicts and shifting priorities.
- Partner regularly with the Executive Coordinator to align on schedules and priorities.
- Coordinate communication between executive talent and internal stakeholders.
- Talent Team Support: Support the Director of Talent and the broader Talent team by coordinating meetings, supporting onboarding, providing administrative support for talent initiatives, and creating/maintaining department trackers, etc.
- Department Operations: Maintain organized department resources, support reporting and presentations, and identify opportunities to improve administrative processes and team efficiency.
Preferred Qualifications
- Minimum of 1 year of experience as an Administrative Assistant, Executive Assistant, Coordinator, or similar administrative support role.
- Minimum 1 year of working directly with Talent in some capacity
- Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Proficiency with Google Workspace, Slack, and project management platforms.
- Experience supporting calendars, scheduling, travel, and administrative operations.
- Experience working in media, entertainment, production, or another fast-paced creative environment is preferred.
