Executive Assistant/Office Manager

You Will Be Executive Assistant Providing proactive calendar management and administrative support for four executives, aligning schedules and priorities to support business needs. Partnering with Executive Assistants and the Executive Business Partner to coordinate timelines, schedules, and key deliverables across the executive and senior leadership team. Managing domestic and international travel logistics, including itineraries, accommodations, transportation, and executive event coordination. Overseeing expense reporting, reimbursements, and purchase order processing. Coordinating meetings and events, including board meetings, leadership on‑sites/off‑sites, client visits, and company events. Serving as a liaison between executives, employees, clients, and stakeholders to manage communications, priorities, and follow‑through. Partnering with Talent Acquisition by scheduling candidate interviews with executives as needed. Leading and supporting special projects, executive logistics, and operational initiatives that add value to the organization. Attending meetings as needed to capture notes, track action items, and support follow‑up execution. Maintaining document repositories and supporting the organization of executive materials and presentations. Office Management Overseeing office services and ensuring day‑to‑day operations, processes, and procedures run efficiently and seamlessly across Wpromote’s LA headquarters. Opening the office and ensuring the space is set up, functional, and welcoming for employees, clients, vendors, and visitors. Partnering with building management to submit work orders, activate keycard access, and provide parking access as needed. Ordering, receiving, and unpacking deliveries for the office, including office supplies, food, and beverages, while maintaining appropriate inventory levels. Ordering and setting up breakfast or lunch for in‑person client and team meetings, and providing hands‑on support for office and event logistics. Planning engaging office events and team‑building activities, including regular in‑office programming and ERG‑themed events, in partnership with internal stakeholders. Maintaining the aesthetic integrity of the office, conference rooms, kitchen, and shared spaces, and helping drive employee foot traffic and engagement in the LA office. Managing conference room calendars and office or desk booking for visitors, and assisting with other office operations projects as needed in support of Wpromote’s hybrid, remote‑first environment. Providing support on in‑office days Monday through Wednesday during the fixed onsite schedule, while remaining flexible for earlier meeting setup and occasional after‑hours events as business needs require. Multitasking across Executive Assistant and Office Management responsibilities during in‑office days to ensure both executive support and office operations are handled effectively. You Must Have 2–3 years of Executive Assistant (preferred) and/or office administrative experience. Ability to maintain and protect confidential information with discretion, sound judgment, and professionalism. Experience with executive‑level support and calendar management involving rapidly changing priorities and problem‑solving. Experience with domestic or international travel management and expense reporting. Excellent written and verbal communication skills, with the ability to interact effectively with executives, employees, clients, visitors, and vendors. Strong organizational, prioritization, and attention‑to‑detail skills, with the ability to manage multiple competing priorities and seamlessly balance executive support and office operations in a fast‑paced environment. A proactive, service‑oriented approach with strong professionalism, reliability, positive energy, and a willingness to support executives, office operations, and the broader team wherever needed. Ability to work both independently and collaboratively across teams and functions. Experience with Google Workspace. Ability to perform physical tasks associated with office operations, including carrying boxes up to 15 pounds and walking up and down a flight of stairs. Nice to Have Experience coordinating in‑person client and team meetings. Experience planning office events, employee engagement activities, or culture‑building initiatives. Exposure in a fast‑paced advertising agency environment. Expertise managing multiple calendars and competing priorities simultaneously. #J-18808-Ljbffr twentysix