Executive Assistant (Entertainment Industry)

About the Company

Our client is a prestigious, family-owned live entertainment company with over a century of excellence in the entertainment sector. Operating historic theaters—including premier Broadway venues—this organization produces and presents world-class theatrical productions and concerts while continuously innovating to engage future generations of theatergoers.

The Role

We are seeking an exceptional Executive Assistant to provide high-level administrative support to the President/Owner and their family. This role requires a unique blend of executive support, personal assistance, and secretarial expertise delivered with the utmost professionalism and discretion. The ideal candidate is proactive, highly organized, and able to anticipate needs and take action independently in a fast-paced entertainment industry environment.

Key Responsibilities

Executive & Administrative Support:

• Screen and manage incoming calls; deliver accurate messages
• Coordinate conference room calendars and executive office meal orders
• Maintain and update executive contacts and personal donation records
• Exercise sound judgment in handling confidential information
• Provide desk coverage for Senior Executive Assistant as needed

Travel & Event Coordination:

• Organize and schedule travel arrangements for executives
• Arrange personal reservations and appointments
• Manage opening night events, invitations, gifts, and event photography
• Coordinate holiday gift wrapping and delivery
• Oversee family holiday cards and mailings
• Coordinate ticketing schedules for special events

Family & Household Management:

• Maintain household calendar of school events and family activities
• Manage household vendor contacts, board lists, and insurance documentation
• Organize and submit medical reimbursements
• Track school payments and donation records
• Review personal financials and handle errands as needed

Additional Duties:

• Provide office management support- Order stationery and supplies
• Prioritize projects according to family needs
• Respond to emails, texts, and calls outside normal business hours when necessary
• Take immediate, effective action in high-pressure situations
• Perform additional duties as assigned

Work Schedule: Monday – Friday, 10:00 AM – 6:00 PM

• Occasional evenings and weekends may be required

• Bachelors degree in Business Administration, Office Management or equivalent
• 5+ years of relevant executive assistant or high-level administrative experience (preferably within the entertainment industry)

• Advanced proficiency in Microsoft Office Suite
• Experience with QuickBooks
• Exceptional organizational and multitasking abilities
• Strong verbal and written communication skills
• High degree of attention to detail
• Professional demeanor and appearance
• Proven ability to handle confidential information with discretion
• Resourceful problem-solver who thrives in emergency situations
• Team player with excellent character and work ethic

Compensation: $110,000 - $120,000 base
Benefits: Comprehensive medical, dental, vision, life insurance, LTD and PTO

Equal Employment Opportunity and Non-Discrimination Policy

Equal Employment Opportunity Statement: Both Keller Executive Search and our clients are Equal Opportunity Employers. For all positions, whether with Keller Executive Search or our clients, qualified applicants will receive consideration for employment without regard to race, skin color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran status, disability, genetic information, or any other legally protected status.

Commitment to Diversity: Keller Executive Search and its clients are committed to fostering a diverse and inclusive work environment where all individuals are valued and respected.

Reasonable Accommodations: Both Keller Executive Search and our clients are committed to providing reasonable accommodations to individuals with disabilities and pregnant individuals. We engage in an interactive process to determine effective, reasonable accommodations.

Compensation Information: For client positions, compensation information is available in the job post. If not provided, it will be shared during the interview process in accordance with applicable laws. When required by law, salary ranges will be included in job postings. Actual salary may depend on skills, experience, and comparison to current employees in similar roles. Salary ranges may vary based on role and location.

Compliance with Laws: Both Keller Executive Search and our clients comply with federal, state, and local laws governing nondiscrimination in employment. This policy applies to all employment terms and conditions, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Workplace Harassment: Both Keller Executive Search and our clients expressly prohibit any form of workplace harassment based on race, skin color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

E-Verify Participation: Keller Executive Search and/or our clients may participate in E-Verify. Information about E-Verify participation will be provided during the application process where applicable.

Privacy and Pay Equity:

• California Residents: For more information about the categories of personal information we collect for recruiting and employment purposes, please review our Privacy Policy at www.kellerexecutivesearch.com.
• Colorado, Nevada, New York City, California, and Washington Residents: Compensation information is available in the job post or will be provided during the interview process if not initially available.
• Both Keller Executive Search and our clients are committed to pay equity and conduct periodic pay equity analyses in accordance with applicable laws.

State-Specific Information:

• Rhode Island: We do not request or require salary history from applicants.
• Connecticut: We provide wage range information upon request or before discussing compensation.
• New Jersey: We do not inquire about salary history unless voluntarily disclosed.

Veteran Status: Both Keller Executive Search and our clients provide equal employment opportunities to veterans and comply with applicable state laws regarding veteran preference in employment. If you are a veteran, please inform us during the application process.

Genetic Information: In accordance with federal and state laws, both Keller Executive Search and our clients do not discriminate based on genetic information. We do not request or require genetic information from applicants or employees, except as permitted by law.

Local Laws: Both Keller Executive Search and our clients comply with all applicable local laws and ordinances regarding employment practices in the areas where we operate.

Note: This job posting may be for a position with Keller Executive Search or one of our clients. The specific employer will be identified during the application and interview process. Employment laws and requirements may vary depending on the employer and location.