Executive Administrative Assistant

Executive Administrative Assistant

Onsite, Santa Monica, CA

W2 Contract to Hire

$50,000/yr + Benefits

Job Summary

The Executive Assistant / Coordinator provides high-level administrative, operational, and coordination support to the Office of the Chief Information Officer and the Head of Procurement. This role manages complex calendars, meeting logistics, executive communications, stakeholder coordination, vendor and partner scheduling, approval routing, documentation, and follow-through across IT, Procurement, Finance, Legal, Security, HR, and external vendor partners. The ideal candidate is highly organized, discreet, proactive, comfortable working with senior executives, and able to turn ambiguous requests into clear next steps, clean documentation, and reliable execution.

Role Purpose

• Protect executive time by managing calendars, meeting requests, prioritization, and scheduling conflicts with judgment and discretion.
• Keep executive workflows moving by tracking requests, deadlines, approvals, follow-ups, and dependencies across multiple teams.
• Provide polished communication support for meeting requests, executive updates, vendor and partner coordination, visitor logistics, and internal follow-ups.
• Support operational continuity for the CIO and Procurement offices by maintaining desk bible documentation, templates, recurring meeting notes, and process guides.

Key Responsibilities

1. Executive Calendar & Scheduling Management

• Own day-to-day calendar coordination including meeting requests, holds, reschedules, conference rooms, Teams links, hybrid meeting setup, and calendar conflicts.
• Ask clarifying questions before offering availability, including meeting purpose, decision needed, required attendees, format, duration, deadline, and pre-read requirements.
• Use sound judgment to prioritize executive time, flag urgent conflicts, avoid unnecessary back-to-back scheduling, and escalate when competing priorities require executive direction.
• Coordinate meetings involving IT leadership, Procurement stakeholders, C-suite offices, vendors and partners, Finance, HR, Legal, Security, and external partners.
• Ensure meeting invites contain accurate titles, attendees, location, dial-in/Teams information, agenda, attachments, and any required prep context.

1. Executive Communications & Inbox Support

• Draft, proofread, and send professional communications on behalf of or in support of the executives, including meeting responses, status reminders, follow-ups, visitor instructions, and operational updates.
• Summarize incoming requests clearly for executive decision-making, including context, urgency, options, and recommended next step.
• Monitor time-sensitive requests and route items to the appropriate owner or delegate when executive action is not required.
• Maintain a polished, concise, and confidential communication style appropriate for senior leadership and external partners.

1. Office Operations, Visitor Logistics & Facilities Coordination

• Coordinate quarterly department lunch and screenings.
• Coordinate in-person meeting logistics, including conference rooms, visitor registration, parking/validation instructions, security/front desk coordination, and guest escort planning.
• Partner with Facilities, HR, Security, and office services on seating, office moves, nameplates, furniture, guest offices, and related executive office needs.
• Provide clear arrival instructions for external guests and vendors and partners, including address, parking, lobby sign-in, and onsite contact details.
• Track open facilities or office logistics items through completion and provide updates to the relevant executive or stakeholder.
• Maintain awareness of confidentiality requirements and keep sensitive topics restricted to the appropriate audience unless broader communication is approved.

Required Qualifications

• Experience working in the film/TV studio environment and/or media/entertainment industry.
• Experience supporting C-Suite executives.
• Experience supporting senior leaders, executives, or a high-volume department office in a fast-paced corporate environment.
• Strong calendar management skills, including complex scheduling, prioritization, conflict resolution, and stakeholder coordination.
• Excellent written and verbal communication skills with the ability to draft concise executive-ready messages.
• High degree of discretion, professionalism, judgment, and confidentiality when h…