Curatorial Project Assistant Jobs in California (NOW HIRING)

Job Summary:
The Executive Assistant to the Technology Practice Lead Producer is a highly adaptable, discreet, and resourceful professional who thrives under pressure and anticipates needs before they arise. This role demands exceptional communication skills, emotional intelligence, and the confidence to work closely with a dynamic leader. Acting as the Producer's right hand, the Executive Assistant will ensure seamless operations, manage complex priorities, and safeguard the flow of critical information. The ideal candidate brings proven experience supporting senior executives in fast-paced, high-stakes environments with elevated responsiveness and strategic support as needs evolve.
Position responsibilities
Calendar, Schedule and Email Management
•Proactively monitor the Producer's inbox, prioritizing emails and responding on behalf of the Producer when appropriate.
•Flag important emails and coordinate timely follow-up, in particular items that require immediate attention.
•Maintain calendars and schedule meetings and appointments, as requested.
•Prepare agendas, compile necessary documents and ensure the Producer is well-prepared for meetings. Collect action items following meeting and drive action for applicable items.
•Arrange for meeting rooms, food/beverages, lunch reservations, etc., as necessary.
•Coordinate with internal and external stakeholders to avoid scheduling conflicts and ensure smooth operations.
•Arrange all phases of travel for Producers; maintain records, itineraries, and travel credits.
Communication and Correspondence
•Lead weekly 1:1 meetings with Producer and applicable team members by preparing agenda inclusive of items to coordinate upcoming schedules, projects in progress, client request, prospect requests and other items as needed by the Producer.
•Maintain project tracking of key initiatives / project in progress and communicate status updates on a regular basis.
•Act as a point of contact between the Producer and internal / external stakeholders.
•Ensure clear and timely communication and manage any urgent requests or issues that arise.
•Professionally communicate and build relationships with internal / external stakeholders as an extension of the Producer brand.
•Draft, review and proofread high-quality communications including emails, memos, reports and presentations.
•Manage "Lockton Wins" announcements for Producer new business.
Event Support
•Organize and support events by preparing agendas, coordinating attendance, vetting and securing vendors, curating marketing materials and supporting post-event follow up activities.
•Support conferences by completing registration, conducting prospect research, scheduling meetings, organizing travel / logistics, and curating any applicable marketing materials.
•Provide on-site support for the event as requested.
•Coordinate non-profit / board responsibilities as requested (i.e., agendas, RSVPs to meetings, etc.).
Book of Business / Administrative Support
•Maintain client/prospect database and reports in Salesforce.
•Review accounts receivable on a monthly basis and coordinate with account teams on any receivables over 60 days.
•Responsible for accounting related activities such as receipt collection, expense report submission, credit card billing reconciliation, bill pay, taxes coordination and review of capital accounts and statements.
•Create and maintain files of correspondence and other records, processing files for dead storage, as necessary.
•Take a proactive approach to understanding client profiles, preferences and touchpoints.
•Prepare and/or review a variety of client correspondence, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation.
•Coordinate with Producer and associate teams to complete assignments / projects including RFPs, client renewal / pre-renewal documents, prospect presentations, etc.
•Support Producer marketing initiatives (i.e., LinkedIn, newsletters, etc.).
•Curate and coordinate logistics for client gifts, team appreciation outings and other touchpoints for internal / external stakeholders.
Other Duties
•Perform other work-related duties as assigned.
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Requirements:
Position qualifications
• Bachelor's degree in a business-related program or equivalent education and/or experience preferred
• A minimum of three to five years of previous administrative and/or sales support experience
• Proficiency in the use of Microsoft Office suite
• Strong attention to detail required
• Must have strong verbal, written, and interpersonal skills to interact with clients, project team members, and associates at all levels of responsibility, representing Lockton in the highest professional manor
• Exceptional organizational and time management skills to prioritize workload and meet deadlines required
• Must be results-oriented with the ability to be adaptable and proactive
• Must be able to handle confidential information with discretion and trust
• Ability to comply with all company policies and procedures, proactively protecting the confidentiality of client and company information
• Must have the ability to work independently and use good judgment in recognizing scope of authority and urgency
• Demonstrated ability to follow through promptly on tasks to their completion
• Legally able to work in the United State
This position may be eligible for annual discretionary bonus consideration.