Executive Administrative Assistant

divh2Executive Administrative Assistant / Office Administrator/h2pImage Engineering was founded as a company that pushes boundaries, develops new ideas through design and fabrication, and is a leader in the visual display and special effects industry. We are comprised of a team of artists, engineers, event producers, fabricators, and creative thinkers./ppWe have worked all over the United States completing over 500 projects in the field of creative multimedia shows for clients such as Rihanna, Jay Z, Tiesto, Lady Gaga, Americas Got Talent, and multiple professional sports franchises in the NFL, NBA, and NHL. We have also created permanent and temporary interactive installations for world-class venues including the Staples Center, The John F. Kennedy Center for the Performing Arts, and The Walt Disney World./ppThe Executive Administrative Assistant / Office Administrator serves as a central support hub for the Executive Team while overseeing the smooth daily operation of the office. This role blends high-level executive support with essential administrative, reception, and office coordination duties to ensure efficiency, organization, and a positive workplace experience. The ideal candidate is highly organized, detail-oriented, professional, and able to thrive in a fast-paced, creative environment./ph3Executive Support/h3ulliManage and coordinate executive calendars, meetings, and scheduling needs./liliAssist with preparing agendas, meeting materials, presentations, and follow-ups./liliCoordinate executive travel arrangements, itineraries, and logistics as needed./liliSupport expense report submission and tracking for executive team members./liliMaintain and update confidential files, documents, and executive reference materials./li/ulh3Office Administration Operations/h3ulliServe as the primary receptionist: answer the main phone line, route calls, respond to inquiries, and complete customer intake./liliGreet visitors, clients, and vendors while ensuring proper check-in and a positive first impression./liliMaintain organization and general cleanliness of shared spaces including the lobby, meeting rooms, and common areas./liliOversee general office supply inventory, ordering, and break-room stock./liliAssist with mail intake, sorting, and distribution across departments./liliManage company badge assignment and access requests./liliCoordinate use and scheduling of shared conference rooms./li/ulh3Administrative and Finance Support/h3ulliSupport basic bookkeeping and data entry, including vendor bill entry, purchase orders, and invoice routing for Live Production Team/liliAssist with company purchasing and coding for internal tracking./liliHelp coordinate company travel needs for employees and project teams./li/ulh3General Responsibilities/h3ulliMaintain a high level of confidentiality, professionalism, and discretion in all interactions./liliFollow administrative procedures, company policies, and executive directives./li/ulpPerform additional administrative duties and projects as requested by leadership./ppRequirements/pulliHigh School Diploma or equivalent required; additional education in administration or business preferred./lili2+ years of administrative, office, or executive support experience./liliProficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)./liliExperience with office management or administrative software is a plus./liliStrong organizational skills with the ability to manage multiple tasks and priorities./liliExcellent verbal and written communication skills./liliAbility to handle sensitive information with integrity and discretion./liliCustomer-focused, professional demeanor with strong interpersonal skills./liliComfortable working in a fast-paced environment with shifting needs and deadlines./li/ulpRole Characteristics/pulliHighly detail-oriented and thorough./liliAdaptable and resourceful./liliComfortable interacting with staff, leadership, and external partners./liliProactive problem-solver able to anticipate needs before they arise./li/ulpAdditional Requirements/pulliMust maintain a valid drivers license and be eligible for company-approved travel./liliMust be able to work flexible schedules to support executive and office needs./li/ulpCompany Benefits:/pulliAetna Health, Dental, Vision Insurance/liliFlexible Time Off Program/liliPaid Holidays/liliJohn Hancock 401(k) Retirement Plan/liliCompany-Paid Life Insurance/liliAflac Supplemental Insurance/liliRobust Employee Assistance Program/liliDependent Care FSA Program/liliCE Allowance/lili...and more!/li/ul/div