Executive Assistant

Job Title: Executive Assistant

Location: Santa Monica CA (Hybrid - Onsite for 3 days/2 days Remote)

Duration: 4-week assignment, with potential to extend

Client is looking for a temporary Executive Assistant to support a CFO and team during a busy period.

• 5 years of EA experience
• We’re looking for someone who is organized, proactive, and can keep things moving without needing a lot of direction. The day-to-day responsibilities are important, but we’re really looking for someone with great instincts—someone who can read the room, build relationships quickly, and knows how to work with senior executives while fitting into a collaborative, fast-paced culture.
• Most importantly, we’re looking for someone who has the right vibe—someone who can confidently support senior leadership, adapt to different personalities, and make things easier for everyone around them.
• Previous Executive Assistant experience is required. Music, entertainment, or media industry experience is strongly preferred.

What You’ll Be Doing

• Managing a busy calendar and coordinating meetings
• Handling travel arrangements and itineraries
• Serving as a key point of contact for the executive and team
• Managing calls, messages, and correspondence
• Processing expense reports and resolving payment issues
• Anticipating scheduling conflicts and helping solve problems before they become problems
• Maintaining organized electronic files and records
• Assisting with reports, presentations, and other administrative needs

What We’re Looking For

• Executive Assistant experience supporting senior leaders
• Strong organizational and communication skills
• Ability to prioritize and stay calm in a fast-moving environment
• Someone who is professional, approachable, and adaptable
• High emotional intelligence and strong judgment
• Proficiency with Microsoft Office, especially Outlook
• Music, entertainment, or media experience is a big plus

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

Equal Employment Opportunity

Russell Tobin 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

Russell Tobin 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.