Job Description

Job Description

WHO WE ARE

Bespoke Bohéme is an experiential event design and production agency specializing in unique, once-in-a-lifetime experiences. Our award-winning team has over two decades of global Marketing, Design & Production experience, offering a comprehensive suite of services to bring our clients' visions and projects to life.

WHAT WE NEED

We are searching for a ROCK STAR Administrative Events Assistant.

The Administrative Events Assistant will support company leadership across all projects and all aspects of event planning, production and management. This role is an integral part of our ever-growing team and manages all administrative duties relating to internal teams, vendors and clients.

The role requires meticulous attention to detail and the ability to work both independently and collaboratively.

You will:

• Provide exceptional administrative support to multiple team members, which includes responding to incoming communications/emails, scheduling meetings and walkthroughs, organizing files, arranging travel, processing vendor invoices & expense reports, ordering supplies, handling client payment schedules, and responding to inquiries.
• Take full part in the effective management of the internal team workflow, ensuring timely ownership of projects, managing approval schedules, and conducting basic research for ongoing projects.
• Arrange and facilitate internal and external communication and meetings, including agenda preparation, document distribution, and note taking as needed. Secure site walk throughs and set up Zoom meetings.
• Collaborate closely with company executives to adeptly manage their calendars and time by proactively handling schedules, anticipating and resolving issues promptly, and identifying necessary vendors and materials/files/assets/etc. for meetings. Handle appointment conflicts for team leadership. Coordinate and prioritize incoming requests, ensuring all deadlines are met.
• Utilize relevant technologies to develop and maintain an efficient follow-up system, setting priorities, meeting deadlines, and ensuring assignments are completed with minimal direction. Maintain accurate and timely internal lists and documents, including contact information, venue grids, photo galleries and more.
• Act as a creative and proactive problem solver within the Bespoke Boheme team, assist clients and vendors with external requests, workflow management, and project-related questions.
• Assist leadership with budget tracking, expense reporting, and procurement of project-related materials.
• Serve as primary point of contact for internal and external stakeholders on behalf of team leadership.
• Ensure seamless communication between clients and vendors, handling sensitive information with the highest level of professionalism and discretion.
• Uphold strict confidentiality standards regarding all matters and documents. Foster a positive environment for interactions with both internal and external teams.
• Perform miscellaneous duties and undertake projects as assigned when needed.
• Analyze administrative and procedural challenges, making recommendations and implementing resolutions proactively.

YOUR QUALIFICATIONS

• Exceptional interpersonal skills, with the capability to collaborate seamlessly with executives, staff/crew, external associates at all levels, and within a larger team
• Excellent Communication skills and follow through
• Must be Deadline oriented
• Exceptional Organization Skills- we need a scheduling wizard who can track on multiple projects and teams at the same time, while simultaneously managing CEO's schedule
• Excellent time management and multi-tasking abilities
• Expertise in meeting deadlines, prioritizing tasks, and achieving quality outcomes
• High Proficiency in Microsoft Office and Google suite; design and/or event software is a bonus
• Must thrive in a fast paced environment- looking for a fast learner and a go-getter
• A deep interest in design, entertainment, pop culture and events is a must
• Knowledge of events is a must 
• Expertise in meeting deadlines, prioritizing tasks, and achieving quality outcomes
• Works with a high level of organization, meticulous attention to detail, and strong follow-up capabilities
• Ability to make informed decisions despite limited information and adapt quickly to changing circumstances
• Maintains a positive and professional demeanor under pressure, while being resourceful and adaptable
• Effective communicator, both verbally and in writing, including drafting email communications and preparing presentation materials
• Works with a strong sense of purpose, competence, authority, and empathy; consistently applies critical thinking to understand and resolve issues
• Flexibility with work schedule. Event days are long- must be willing to work early mornings and late nights withs the ability to support the team on site on 12+hr days
• Prior experience in the event and/or entertainment industry is HIGHLY preferred
• Bachelor's degree is preferred
• This position is work from home/remote with days onsite and we are looking for Los Angeles-based applicants only
• You must have a valid driver's license and a car for errands, project procurement, etc.
• Must have the ability to lift at least 40 pounds in weight. 

WORK EXPERIENCE

• At least (1-2) years of executive assistant experience (supporting a Director level or above) required.
• Previous experience working within an extremely faced-paced organization with blended teams (face to face and remote) highly preferred.

• THIS POSITION IS BASED IN LOS ANGELES, CALIFORNIA.
• THIS POSITION IS A HYBRID ROLE, WITH DAY-TO-DAY WORK FROM HOME (REMOTE) AND ON-SITE EVENT DAYS (ROUGHLY 4-10/MO)

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