Administrative Assistant for Experiences Team

This is a Full Time Job

The Role

We are looking for someone who is exceptionally detail-oriented, proactive, self-motivated, and collaborative. The pace of the team is demanding, and thus the role requires flexibility, quick thinking, and a growth mindset. We encourage curiosity and an eagerness to learn. The ideal candidate will also demonstrate passion for entertainment, merchandise and marketing.

Responsibilities include, but are not limited to:
• Proactive management of calendars for the leader and their team, including scheduling internal and external meetings, coordinating with admins of executive and C-Suite professionals from other companies, and working across time zones in various regions
• Understanding the team's strategy, the organization, and how the pieces fit together
• Building relationships internally and externally with the team, x-functional partners and partner companies
• Book, manage, and coordinate logistics for team meetings, events, and offsites
• Coordinating travel arrangements on a regular basis
• Processing expense reports in a timely manner
• Creating presentations and documents using Google Suite
• Construct quarterly newsletter reports for company wide distribution
• Sitting in on meetings and taking notes
• Assisting with team projects as needed
• Input vendors into internal database and process invoices

Qualifications:
• 3+ years of experience in an Administrative Assistant or Executive Assistant capacity
• Proficiency in Google: Gmail, Google Calendar, Google Docs, Google Sheets, Google Groups
• Familiarity and curiosity with AI and LLMs for productivity, research, note taking, including Gemini, NotebookLM, a plus
• Strong written and verbal communication skills
• Independent worker with strong organizational skills and the ability to prioritize and balance multiple projects and switch easily between tasks
• Strong attention to detail at all times
• Displays professionalism in communication with internal and external partners
• Responsive and able to work flexibly across time zones
• Ability to be discreet and maintain confidential information
• Strong judgment and ability to make decisions quickly or to gather necessary context for making decisions
• Team player who operates in a fast-paced, team-oriented setting
• Able to stay calm under pressure and work on short deadlines
• Prior experience in media, consumer products, marketing/PR, and/or entertainment is ideal