Executive Assistant & Office Coordinator

This is a Full Time Job

Executive Assistant / Office Coordinator
Position Overview

We are seeking a highly organized, proactive, and solutions-oriented Executive Assistant / Office Coordinator to support the President, CFO, and COO while overseeing the day-to-day operations of the office. This role requires exceptional multitasking abilities, strong communication skills, and a positive, problem-solving mindset.

Key Responsibilities
Executive & Administrative Support
Provide executive and personal assistant support to the President, CFO, and COO
Manage complex calendars, scheduling, and travel arrangements
Coordinate meetings, appointments, and executive communications
Assist the CFO with accounts payable-related tasks
Manage DocuSign processes for important agency and talent-related documents
Office Management & Operations
Oversee daily office operations to ensure an efficient and productive work environment
Serve as the primary point of contact for office-related questions and support
Maintain office policies, procedures, and compliance standards
Troubleshoot operational issues and proactively improve office processes
Order and maintain office supplies and equipment
Handle vendor relationships, including IT, building management, utilities, and suppliers
Human Resources Support
Assist with onboarding new employees
Maintain employee records and HR documentation
Track and coordinate vacation and sick time requests and approvals
Schedule and track employee performance reviews

Communication & Culture
Coordinate internal and external communications, including emails, newsletters, and company updates
Plan and organize company events, celebrations, and team activities
Purchase and coordinate delivery of corporate gifts
Sort and repackage fan mail

Qualifications
Strong organizational and multitasking skills
Excellent written and verbal communication abilities
High level of professionalism and discretion
Ability to prioritize tasks and manage multiple responsibilities efficiently
Positive attitude with a proactive, common-sense, problem-solving approach
Proficiency with Microsoft Office, Google Workspace, and DocuSign preferred

Preferred Traits
Detail-oriented and dependable
Resourceful and adaptable in a fast-paced environment
Team player with a strong sense of initiative
Able to anticipate needs and take ownership of responsibilities