compensation: Based on experience employment type: full-time
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We're looking for someone who is smart, organized and trustworthy to be our executive assistant and help us run our creative studio.
Bluntly, we're looking for a perfectionist who is extremely detail oriented and loves to make other people's lives easier.
PLEASE NOTE: This is NOT an entry-level position. You must have at least two years of experience as an assistant for an executive or business owner.
This is a fast-paced, extremely detail oriented and high pressure role. You will need to balance competing demands from the two owners of the company, including many same-day requests. You'll handle business coordination, personal details and studio management for our small team.
The two of us have very demanding jobs and need someone who can help us accomplish them by independently navigating challenges, keeping the studio humming, prioritizing multiple requests and having a great, positive attitude while doing it.
We are a small but mighty team of passionate filmmakers and educators who are deeply committed to using narrative to positively impact society. Muse is an Emmy award winning studio that makes feature length documentaries, purpose-driven films for some of the most legendary brands and educational tools that help fellow filmmakers create with more intention and passion.
We believe that stories, told with clarity and intention, can change the world.
If you have a can-do attitude and extensive experience managing an executive's calendar, travel and personal affairs, this position will be challenging AND extremely rewarding.
This is a full time, in-person role, located in inner SE Portland.
TASKS AND RESPONSIBILITIES
> Maintain daily calendars, arrange calls and ensure that all details are handled in a clear, organized manner.
> Book all travel arrangements, including airfare and lodging, both within the US and internationally. Additionally, troubleshoot when travel does not go as planned.
> Assist with monitoring our inboxes, including responding to clients, contractors and business contacts.
> Research and be the point person for service providers, both for the business and our personal lives.
> Manage studio needs, including coordinating cleaning, proactively ordering groceries, ensuring that the space remains tidy & organized (and ensuring that the team all do their part in this!).
> Handle personal details such as shopping, ordering gifts and scheduling personal appointments.
> Manage personal household coordination, including cleaning services, AirBnB logistics and other household needs (for example, researching, scheduling and coordinating roof cleaning).
> Fill out our time cards with approximate hours from our calendars and deductive reasoning (aka figure out as much as possible with minimal input directly from us)
KNOWLEDGE & SKILLS
> Ability to manage multiple incoming requests, while ensuring they are relayed or handled at the appropriate time, in the necessary order and the correct manner
> Ability to quickly learn and adapt to new situations independently.
> Capability to setup new systems and processes in order to streamline business and personal functions
> Ability to receive blunt feedback and direct communication without damaging the relationship (we're both really nice and have a ton of fun, but we're BUSY and we're both direct).
> Ability to work independently and expediently with minimal oversight.
> At least 2 years experience as an assistant to an executive and / or business owner
> Ability to handle multiple, competing requests every day
> Exceptional ability to communicate on multiple projects
> Highly organized & efficient
> Trustworthy with strong personal integrity
> Forward thinker who can proactively handle circumstances and situations
> Experience managing executive calendars
> Top notch communication via email and phone — internally, with customers and with service providers
> Proven ability to prioritize tasks
> Perfectionist / Super attention to detail
> Must be a self starter who is able to work independently with minimal oversight
> Experience supporting multiple people at once preferred, but not needed
> Must be available to work at our office in inner SE Portland during standard business hours
Our team is very passionate, intelligent, and driven. We have a large, bright collaborative studio space to work from and we celebrate our wins as a team. We operate within a culture of excellence — we work hard (like, really hard) and we support each other because we believe that together we can make a positive, global impact.
If you love everything you just read, then we’d love to hear from you.