Executive & Administrative Assistant

This is a Full Time Job

The Role

We are seeking a highly organized, proactive, and seasoned Executive Administrator to partner with and support our executive leadership team. This is a mid-level role for a professional who goes beyond managing schedules to actively optimize executives' time, anticipate studio needs, and act as a culture champion.

The ideal candidate possesses exceptional emotional intelligence, a high degree of confidentiality, and a proven track record of managing complex operations in a fast-paced, creative, or tech environment. You will be the glue connecting our executive team to the rest of the studio.

Key Responsibilities

• Calendar & Time Management: Own and strategically manage complex, rapidly shifting calendars for multiple executives. Anticipate conflicts and protect focus time.
• Meeting Lifecycle & Governance: Prepare executives with agendas and briefing materials. Attend leadership meetings to take high-level notes, track action items, and ensure cross-functional accountability.
• Operational & Project Support: Lead special administrative projects, including company-wide events, offsites, pitch presentations, and team-building initiatives.
• Executive Communications: Draft and manage high-level internal and external correspondence. Act as a professional gatekeeper with partners, investors, and internal teams.
• Travel & Expense Management: Plan end-to-end domestic and international travel itineraries. Manage expense reporting, budget tracking, and vendor invoicing.
• Offsite Management: Own the full lifecycle of studio-wide offsites, from site selection and budget management to agenda tracking and vendor negotiation.
• Studio Culture & Operations: Collaborate with HR and Operations to support a collaborative culture. Welcome high-profile guests, clients, and talent.

Qualifications & Experience

• Experience: 3-5 years of executive support experience, preferably within animation, entertainment, gaming, tech, or a creative agency.
• Technical Savvy: High proficiency with Google Workspace, Zoom, Slack, and project management tools.
• Problem-Solving: Strong critical thinking and a ''find a way'' mentality-always bringing viable solutions to - Communication: Exceptional verbal and written communication skills across all levels, from interns to board members.
• Adaptability: Proven ability to thrive and remain unfazed by sudden priority shifts in a fluid startup environment.
• Discretion: Absolute integrity when handling highly sensitive and confidential studio information.

Bonus Points

• Experience with AI productivity tools.
• A deep passion for animation, storytelling, or gaming.
• Experience working in a hybrid office setup.
* Graphic design or slide deck creation skills (Keynote/Google Slides).