1st Assistant, Special Projects

Shondaland, Inc•Los Angeles, CA

18h•Hybrid

About The Position

The 1st Assistant | Special Projects will work closely with the Executive Assistant to the Co-Presidents & Chief of Staff to support the smooth day to day running of the Office of the Presidents. This includes supporting the Chief of Staff when needed with light administrative responsibilities and partnership work. This role also has oversight of the company events, special projects, including planning, ideating creative, budgeting and being onsite for events as needed. This position is in Los Angeles and reports directly to the Presidents.

Requirements

Strong awareness of the Shondaland brand and mission, along with a keen interest in Shondaland content across all verticals
Strong verbal and written English communication skills
Highly organized, detail oriented, self-motivated, with proven analytical and problem-solving abilities.
Demonstrated ability to quickly develop internal and external relationships at all levels.
Ability to maintain a sense of calm in an extremely fast-paced environment.
Capable of adapting to any situation, with quick, thorough decision-making abilities
Ability to prioritize and to move between duties with ease.
Maintain professional demeanor and discretion with regards to sensitive information
Willingness to learn and advance knowledge in brand development.
Inquisitive, collaborative, and inclusive team-player.
Ability to take initiative and anticipate needs and questions.
Ability to maintain discretion and high level of confidentiality.
Bachelor’s Degree from an accredited college or university in a related field preferred
Technical Fluency required: Ability to quickly learn and adopt emerging presentation technologies (e.g., Prezi, Beautiful.ai, or interactive dashboarding tools). Advanced proficiency in PowerPoint, Google Slides, and Keynote, including the use of master slides, sophisticated animations, and embedded media. Solid experience with the Adobe Creative Suite (InDesign/Illustrator) or Canva to create custom assets that elevate standard presentations.
Information Design: Ability to transform raw data and abstract concepts into intuitive, easy-to-digest infographics and charts.
At least 2 - 3 years experience in administrative assistant, researcher or other highly project based work required
At least 2 years’ experience in the entertainment industry or brand marketing

Nice To Haves

Event and/or project management experience is a bonus

Responsibilities

Assist with the creation of various materials for presentations if needed.
Maintain organizational systems to maximize efficiency and maintain workflow.
Attend meetings as needed, taking notes if asked and distributing in a timely manner
Manage the Shondaland brand email accounts, laddering up any requests that need further attention
Manage the CEO’s brand request documents
Provide administrative support when needed to cover for Executive Assistant absences and Chief of Staff
Track and reconcile Office of the President expenses weekly
Complete and submit expense reports on time each month
Maintain oversight of budgets associated with company-wide projects such as holiday gifting, Day of Joy and others
Track expense reports against budget, providing us with monthly updates on how we’re spending to budget
Assist with product placement and integrations across all Shondaland shows including tracking scripts, filming, and post-production as needed
Perform research and provide background information on potential partners.
Provide administrative support on brand partnerships for both the brand and the brand’s CEO
Proactively find ways that storylines on all shows can yield partnership opportunities; working with writers and making presentations to the team as needed
Provide breakdowns on shooting schedules, establishing regular communications to the Presidents around timelines
Meet with production lead regularly to understand larger production issues that may need resolved and presenting regular updates on how those issues are progressing
Track consumer product integrations along with the cp team, providing updates and outcomes
Work with partners to coordinate shipments of product samples to and from Consumer Products team and Presidents ensuring arrival and receipt of packages are timed properly to meet review deadlines
Assist partnerships team with integration tracking
Work as a proactive member of the Creative Partnerships team, helping to ideate, create and produce content for brands
Maintain department contact list throughout the year and finalize for holiday cards and gifting each year
Work closely with Co-Presidents to create yearly holiday gifting and Day of Joy, finding opportunities to connect deeply to the company values while adhering to our strong design aesthetic.
Manage external gifting processes with assistants across the company
Assist other departments when needed with gift suggestions or provide resources for either department gifts or cast and crew gifting
Manage existing and forge new gifting company contacts to increase Shondaland’s connections, create partnerships, deals and good relations in partnership with the Chief of Staff
Assist with all planning and logistics for various internal and partner-led events
Serve as the point of contact for travel, hotel or ticketing associated with the various events
Liaise with partners and event producers to ensure all Shondaland attendees are taken care of
Maintain a strict code of confidentiality in handling all information within the office of the Presidents and the Chief of Staff.
Take on special projects as needed.
Other duties as assigned.