Executive Assistant to CEO

WELCOME TO HARTBEAT. WE ARE COMEDY. WE ARE CULTURE.

Founded by Kevin Hart with a mission to keep the world laughing together, HARTBEAT is the global, multi-platform media brand creating the boldest and most influential entertainment at the intersection of comedy and culture. Innovative. Inspiring. Inclusive. Infectious. Indelible (if you know that word, chances are there’s a college on your resume). Point is, we go IN. We believe engaging content and comedy have the power to shift the culture and change the world. Our feeling-first content, immersive platforms and experiences, matchless storytellers, and creativity look audiences dead in their face and dare ’em not to smile, laugh out loud, think, act, care, share, and grow more connected to the world and to each other. We win every time.

OUR DIVISIONS

Now, get out your pencils and pads. Hartbeat has three divisions: HARTBEAT STUDIOS, which finances, develops, and produces innovative content; HARTBEAT MEDIA, which connects with consumers globally through events and the company's expansive distribution network; and PULSE, the full-service branded content and creative studio that also serves as creative and cultural consultancy to the Hartbeat brand. Plus, Hartbeat's flagship consumer brand, LOL! NETWORK, reaches audiences across its owned and operated social media, audio, and OTT partners. ’kay, pencils down.

THE ROLE:
The Executive Assistant supports the CEO plays a vital role in ensuring the CEO is always organized, informed, and connected. The Executive Assistant is responsible for working directly with the CEO as a force multiplier whose primary focus is executive enablement, driving the strategic and tactical goals and vision of the CEO.

The ideal candidate will be a highly motivated self-starter with a strong interest in business and entertainment with excellent organizational, communication and interpersonal skills. Must have the ability to multi-task, possess strong time management skills, and have some prior experience in marketing, business management or business development related fields.

RESPONSIBILITIES:

Design a schedule with the end user in mind

• Proactively manage a complex calendar
• Act as an all-around gatekeeper and strategically manage Executive’s time with respect to priorities, goals, and objectives.
• Ensure that the CEO understands the basics of who, what, where, why, and how of every meeting. Prepare and discuss all essential logistics for the CEO’s meetings (and coordinate with the CEO team).
• Schedule, execute, and coordinate a seamless run of the CEO’s daily schedule, juggling multiple, simultaneous requests across multiple time zones.
• Support research and preparation for external meetings, including reaching out to other team members to create meeting briefs and submit notes to the meeting tracker after the fact
• Manage hectic email traffic. It’s a skill and an art. Monitor and respond on inbound and outbound physical mail.
• Maintain executive’s call list and keep track of various "To-Dos”, keeping executive on track with daily schedule

Design travel with end user in mind

• Oversee and arrange all travel aspects of CEO’s travel including: check ins, coordinating with all stakeholders, and thinking through the CEO’s needs throughout the journey and understanding preferences, working to enact them or communicating when preferences are not attainable
• Provide clear, comprehensive travel packs including: detailed travel itinerary, logistical confirmations, meeting briefs, medical clearance/testing, etc.
• Be aware of where the CEO is while traveling and developing needs.
• When requested, accompany CEO on travel to assist with on-the-ground needs and real-time coordination
• Forecast well in advance and obtain required medical documents, passport pages, and travel visas in advance of international trips
• Maintain accurate details for meetings in advance of travel, add to necessary calendars.

Run an efficient and discrete operation with other members of the Office of the CEO team

• At any time, any member of the OCEO team should know what’s going on with the schedule and priorities so that if someone is not available, or something goes wrong, others can step in to serve.
• Serve as the first and primary contact for the CEO; prioritize and escalate issues to maximize use of the CEO’s time and proactively resolve issues quickly. Don’t let it linger.
• Assistant in planning and executing departmental events and group functions
• Assist in coordinating the execution of cross-functional initiatives and special projects
• Help facilitate and coordinate CEO-hosted meetings including: All Hands, Sr. Leadership Meetings, quarterly board meetings, etc.

Timely record keeping, current on relationship management documentation

• Prepare and track expense reports in timely manner; review and advise on expense reports for CEO’s direct reports, following Travel & Expense Policy
• Obtain necessary information and signatures for documents relating to the CEO and track to ensure proper processing and delivery
• Take on other assignments at times, including research, script reading and review, talent profiling, basic market research, etc.
• Join executive in meetings to take notes and follow up with responsible parties to ensure tasks are completed as agreed upon
• Develop and maintain a “Key contact” database for executive with background information on all parties including (talent, advertisers, entertainment partners, investors, etc.)

EXPERIENCE & SKILLS:

• Strong written and verbal communication, organizational, interpersonal and analytical skills
• Detail-oriented, good follow through, ability to multi task
• Ability to thrive in a fast paced work environment
• College degree required, preferably in Business, Marketing, Communications or related field
• Minimum of 3 years employment experience
• Strong proficiency in MS Office required (Excel, PowerPoint and word), specifically experience in creating detailed spreadsheets using Excel

WORK HARD, LAUGH HARDER
Look, it’s called work for a reason. We show up for our teammates, our partners, and our audience. We’re a high-energy culture, where EVERYONE IS A HEADLINER, expected to give their best performance. But that doesn’t mean it can’t be fun, meaningful, and inspiring. Because if you’re not having fun at work, you’re missing a good time!

So, if you hate fun, never like to laugh, and hardly ever smile, we have the job for you – somewhere else. But if you believe in a culture of creativity, entrepreneurialism, inclusion, hustle, and heart – while prioritizing fun and funny – you belong here.

Must be 18 years or older and willing to submit to a background investigation and must have unrestricted work authorization to work in the United States.

BENEFITS
We got you! Hartbeat provides eligible employees competitive benefits, including: Medical, dental and vision insurance, life and disability insurance, paid vacation and holiday pay and generous family leave policies. We also offer 401(k) retirement savings plan, flexible spending account and an unlimited supply of laughs on company time (aftershock giggles may spill into personal time) and more!

NOTICES
We take this seriously. Hartbeat provides equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law. As an equal opportunity employer, Hartbeat will provide reasonable accommodations as required by applicable federal, state, and/or local laws.