Office Manager / Creative Admin

About the Role

Do you have experience supporting executives as an admin or assistant? Are you ready to join a fast-paced, growing company where you can make a significant impact?

Our client is seeking a highly organized, proactive, and resourceful Executive Assistant to support some members of our executive leadership team. This role requires exceptional judgment, discretion, and the ability to anticipate needs in a fast-paced environment.

The ideal candidate is a master of prioritization, thrives on solving problems before they arise, and can seamlessly manage competing demands while maintaining professionalism and confidentiality.

Key Responsibilities:

• Executive Support
• Serve as an extension of executive leadership, making decisions on their behalf when appropriate and ensuring continuity in fast-moving situations.
• Bring structure to ambiguity by organizing loosely defined ideas into actionable plans, timelines, and deliverables.
• Identify gaps, inefficiencies, or risks and take initiative to propose and implement solutions.
• Quickly assess changing circumstances and adjust plans, schedules, or communications accordingly.
• Handle last-minute changes, urgent requests, and shifting priorities with composure and adaptability.
• Build strong relationships across all levels of the organization to drive alignment and collaboration.
• Ensure key stakeholders are informed, prepared, and aligned ahead of critical meetings and decisions.
• Approach challenges with a solutions-oriented mindset rather than escalation-first thinking.
• Independently manage priorities and workload without needing constant direction.
• Continuously seek opportunities to improve how executives and teams operate.
• Represent executive leadership with credibility and discretion across all communications and interactions.
• Manage complex calendars, scheduling, and prioritization for executive leadership.
• Coordinate internal and external meetings, including logistics, agendas, materials, and follow-up actions.
• Screen and prioritize communications, ensuring timely responses and follow-through.
• Prepare presentations, reports, correspondence, and other business documents.
• Track action items and strategic initiatives to ensure deadlines and commitments are met.
• Meeting & Event Coordination
• Organize leadership meetings, team gatherings, board meetings, and company events.
• Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries (will be assisted by Amex GBT).
• Manage meeting logistics, catering, conference rooms, and virtual meeting platforms.
• Office & Administrative Operations
• Support day-to-day office operations and administrative functions.
• Manage office vendors, supplies, and facilities-related needs.
• Assist with onboarding activities and employee engagement initiatives.
• Project Management
• Support cross-functional projects and special initiatives on behalf of leadership.
• Conduct research and gather information to support business decisions.
• Help improve administrative processes and identify opportunities for greater efficiency.
• Coordinate with internal teams and external partners to ensure projects remain on track.
• Confidentiality & Professionalism
• Handle sensitive business and personnel information with the highest level of discretion.
• Serve as a trusted representative of executive leadership in interactions with employees, customers, investors, and partners.

Qualifications:

• Required 3+ years of experience supporting senior executives or leadership teams.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Office.
• Ability to manage multiple priorities and adapt to changing business needs.
• Demonstrated professionalism, discretion, and sound judgment.
• Preferred
• Experience supporting C-level executives in a high-growth or scale up environment.
• Experience coordinating company events and executive travel.
• Familiarity with project management tools and collaboration platforms.
• Technology industry experience.
• Success Traits
• Strong sense of ownership and accountability.
• Highly adaptable with a sense of humor and the ability to stay grounded in a fast-paced environment.
• Brings energy, personality, and authenticity to the workplace; someone who is professional yet approachable and enjoys building relationships.
• Highly organized and detail oriented.
• Proactive and solutions focused.
• Able to work independently with minimal direction.
• Comfortable operating in a dynamic, fast-changing environment.
• Positive, collaborative, and service-oriented mindset.