Jr. Executive Assistant

Jr. Executive Assistant

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Santa Monica

LA - Overhead – Executive Assistant /

LA - Full-time /

On-site

Illumination is seeking a detail-oriented and adaptable Junior Executive Assistant to provide both professional and personal support to a senior Executive. This role blends traditional administrative responsibilities with personal assistant duties, requiring exceptional discretion, proactivity and the ability to anticipate needs in a fast-paced environment. Success in this position requires a proactive mindset and exceptional organizational skills. Potential travel for on-site executive support may be required.

Responsibilities

• Calendar & Task Management:
• Coordinate and optimize complex calendars across professional and personal commitments using productivity platforms (e.g., Outlook, Teams, project management software).
• Manage shifting priorities by anticipating scheduling needs, communicating changes promptly, and ensuring on-time arrivals for all meetings.

• Administrative & Technical Support:
• Compile, reconcile, and track expenses, collaborating with Finance to ensure accuracy and timely processing.
• Provide first-line technical support and escalate to IT when level 2 support is needed.
• Maintain essential systems, including contacts, passwords, accounts and subscriptions, ensuring day-to-day operations.

• Cross-Functional Collaboration
• Work closely with various internal departments to gather, synthesize, and present information that informs Executive decision-making.
• Serve as a point of contact for cross-departmental projects, ensuring all stakeholders remain aligned on timelines and deliverables.

• Travel & Logistics
• Research and book domestic and international travel using online tools, coordinating with travel vendors and Operations as needed.
• Schedule transportation (car services, flights) and handle hotel or dining reservations, optimizing routes and agendas to ensure efficiency.
• Provide on-site support for the Executive during trips or events, troubleshooting issues in real time as necessary.

• Executive & Personal Support
• Assist in daily tasks, from researching diverse topics to running errands, and handling household-related needs, while maintaining strict confidentiality.
• Order and manage office and personal supplies, ensuring a seamless workflow in both professional and personal capacities.

• Special Projects & Ad Hoc Assignments
• Support company initiatives that require analytical or technical input, such as data gathering or software implementation.
• Take on miscellaneous projects as directed, demonstrating flexibility and initiative to see tasks through to completion.

Qualifications

• Experience & Industry Knowledge:
• At least 4 years of experience in a related role
• Proven ability to handle confidential information with discretion.

• Technical Proficiency:
• Strong command of Microsoft Office (Outlook, Excel, PowerPoint) and familiarity with project management/collaboration tools (e.g., AirTable & SharePoint).
• Solid understanding of Apple products (iPhone, iPad, iCloud) and Windows operating systems.
• Comfort with quickly learning new software platforms as needed for data analysis, scheduling, or communication.

• Operational & Cross-Functional Skills:
• Ability to interface effectively with Operations, Finance, HR, and other departments to support end-to-end processes.
• Demonstrated success coordinating multiple stakeholders, projects, and deadlines simultaneously.

• Flexibility & Travel Requirements:
• Availability for a flexible schedule, including occasional overtime, to meet dynamic business needs.
• Willingness to travel domestically and internationally (with a valid driver’s license, passport, and clean driving record) to provide Executive support.
• Ability to lift items (up to 50 lbs) and move them short distances as needed.

• Communication & Collaboration:
• Excellent verbal and written communication skills, with the ability to relay information clearly and succinctly.
• Strong interpersonal skills, capable of building rapport and trust with diverse teams and external partners.

The base salary range for this role is $27-28/hour. We rely on market indicators to determine compensation and an offer will consider various factors including experience, qualifications, skills, and training. Our comprehensive and competitive benefits package includes medical, dental and vision insurance for employees and their family, 401(k), paid time off, tuition reimbursement and a variety of other perks.