Executive Assistant to the Head of Artistic & Production Recruitment

Titmouse is seeking an Executive Assistant to support the Head of Artistic & Production Recruitment with high-level administrative and scheduling support.
Reports to: Head of Artistic & Production RecruitmentFormat: Hybrid, in Burbank office 2 - 3 days a week, with occasional visits to the Titmouse Hollywood office

KNOWLEDGE, SKILLS AND REQUIRED ABILITIES

• Exceptional communication skills, capable of interacting professionally with executives, management, internal and external talent at all levels.
• Strong organizational skills with the ability to prioritize and manage multiple tasks while maintaining high attention to detail and accuracy.
• Self-motivated, proactive, and highly organized, with a demonstrated ability to follow through on projects.
• Innovative, solutions-driven, and creatively minded, able to think outside the box in fast-paced environments.
• Ability to manage multiple priorities even under pressure.
• Ability to travel to recruiting events as needed. 
• Proficiency in Google Suite.

DESIRED SKILLS

• Strong understanding of Airtable including automations and workflow optimization. 
• Proficiency in Photoshop with some graphic design knowledge. 
• General understanding of both 2D and 3D animation pipelines.
• 1 - 2 years of experience as an executive assistant or relevant role.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage a dynamic calendar, accommodating shifting priorities across multiple projects.
• Respond promptly to emails, phone calls, and other communications, relaying messages and information to the Head of Artistic Recruitment. 
• Maintain and update recruiting databases with both internal and external talent information.
• Support the Titmouse Mentorship & Internship Program by organizing files, tracking assignments, and managing scheduling.
• Assist in coordinating recruiting events, including college tours, presentations, panels, portfolio reviews, and other outreach activities.
• Schedule interviews for artistic, production, editorial and overhead roles as needed.
• Book conference rooms, and determine logistics for virtual and in-person meeting setups.
• Coordinate travel arrangements, restaurant reservations, and meal ordering. 
• Take notes during recruitment meetings as needed.
• Update and organize data for quarterly reports. 
• Prepare and design presentation decks for both internal and external recruitment initiatives.
• Update and manage social media templates for job opportunities. 
• Utilize Lever to post job opportunities and communicate with candidates as needed. 
• Use Klaviyo to send internal and external newsletters. 
• Print signage for internal and external events. 
• Order Titmouse merch for recruiting events.