Executive Assistant Job at PeopleHive Consultancy in Santa Monica

PeopleHive is partnering with Panay Films on an exciting Executive Assistant search. Our client is a full-service film company and creative agency where Hollywood storytelling meets brand innovation—working across feature films, TV, and advertising with high-profile clients. This is a rare opportunity to join a growing 75+ person team of genuinely passionate creatives who bring stories to life every day.

We're looking for more than a calendar wrangler. This Executive Assistant role is about being part of a team that keeps a fast-paced creative environment moving. We need someone who can balance precision scheduling with upbeat energy; the calm in the storm who keeps calendars, calls, and meetings on track while soaking up the creative process along the way.

About Panay Films

Panay Films is a full-service film company and creative agency that tells stories across film, TV, branded content and advertising. The team is comprised of Hollywood creative minds and visionaries who use their filmmaking talents for a range of creative projects and pursuits.

What Makes This Role Different

Unlike traditional EA positions, you'll be embedded in the creative process from concept to completion. You'll sit in on pitch meetings, watch edits come together, and see campaigns from concept to delivery.

Responsibilities

• Manage executive calendars, appointments, deadlines, and day-to-day scheduling; resolve conflicts as they arise
• Provide reminders for calls, meetings, to-dos, and follow-ups
• Schedule calls and meetings as requested by executives and team members; prioritize and manage incoming meeting requests
• Take notes during calls and meetings and track action steps when needed
• Organize and prepare materials for meetings and presentations
• Handle correspondence and communication on behalf of executives
• Coordinate travel, events, and logistics
• Arrange reservations for restaurants, meeting spaces, or hospitality services as needed
• Anticipate creative needs and provide support on special requests, such as gathering references, reviewing materials, or helping facilitate creative decisions
• Work on-site with little notice when required
• Maintain confidentiality and discretion in all matters
• Monitor executive preferences and routines to anticipate needs and ensure smooth daily operations

Qualifications & Skills

• Bachelor's degree or equivalent experience
• Strong verbal and written communication skills, with professional and polished presentation
• Excellent organizational and prioritization skills with attention to detail
• Ability to anticipate the needs of the executive and company
• Proven ability to manage competing priorities and shifting schedules
• High level of discretion, judgment, and confidentiality
• Team-oriented, with the ability to collaborate effectively with other staff
• Interest in creative work and the entertainment industry is a plus, but not required
• Previous experience supporting executives in a fast-paced environment preferred
• Proficiency in Microsoft Office suite

Additional Requirements

• Flexibility to work varied hours based on production schedules and executive needs, including occasional evenings and weekends
• Ability to manage multiple deadlines in a fast-paced environment
• Ability to work on-site in Santa Monica 2-3 days per week

Company Perks

• Hybrid work flexibility
• Opportunity to work with a dynamic entertainment company alongside talented creatives
• Front-row seat to the creative process across film, TV, and branded content