Company Overview:
Our Legacy Creations (OLC) is a dynamic and innovative entertainment company renowned for its high-quality productions and creative excellence. With a commitment to pushing the boundaries of live entertainment, OLC is involved in the conceptualization, development, and execution of world-class shows and events, including the remount of The House of Dancing Water.
Position Summary:
The Executive Administrative Assistant will provide high-level administrative support to the Managing Director, ensuring the smooth and efficient operation of the executive office. This role involves a wide range of tasks, including managing schedules, coordinating meetings, preparing documents, assisting with project management, and supporting financial processes. The ideal candidate will be highly organized, proactive, and capable of handling confidential information with discretion.
Key Responsibilities:
- Administrative Support:
- Manage the Managing Director's calendar, including scheduling appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Handle incoming and outgoing communications, including emails, phone calls, and mail.
- Maintain organized filing systems for electronic and physical documents.
- Meeting Coordination:
- Coordinate and prepare for meetings, including setting agendas, taking minutes, and following up on action items.
- Arrange logistics for meetings, conferences, and events, both on-site and off-site.
- Project Assistance:
- Assist in the planning and execution of various projects, ensuring deadlines are met and tasks are completed efficiently.
- Conduct research and compile information as needed for projects and presentations.
- Assist in the preparation of contracts for vendors and personnel related to projects.
- Verify payments and interface with the finance department to ensure accurate and timely processing.
- Expense Management:
- Track expenses, manage reimbursements, and prepare expense reports.
- Interface with the finance department to resolve any issues related to expenses and reimbursements.
- Ensure all financial documentation is accurate and submitted in a timely manner.
- Communication Management:
- Serve as a liaison between the Managing Director and internal/external stakeholders.
- Draft, proofread, and distribute communications on behalf of the Managing Director.
- Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality and professionalism.
- Maintain a high level of discretion in all interactions and communications.
Qualifications:
- Education: Bachelor’s degree preferred but not required.
- Experience: Minimum of 3-5 years of experience in an executive administrative role.
- Skills:
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Proficiency with Dropbox
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- High level of professionalism and attention to detail.
- Proactive and able to anticipate needs.
- Experience with expense tracking and financial processes is highly desirable.
- Entertianment industry experience helpful but not required.
Personal Attributes:
- Trustworthy and reliable.
- Positive attitude and team-oriented mindset.
- Adaptable and able to work independently.
- Ability to work a flexible schedule (to the benefit of both parties)
Application Process:
Interested candidates should submit their resume and a cover letter detailing their qualifications and experience.
Job Type: Full-time
Pay: $62,500.00 - $70,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Schedule:
- 8 hour shift
- Choose your own hours
- On call
- Weekends as needed
Experience:
- Microsoft Excel: 3 years (Preferred)
- Microsoft Powerpoint: 3 years (Preferred)
Ability to Relocate:
- Las Vegas, NV: Relocate before starting work (Required)
Work Location: Hybrid remote in Las Vegas, NV