Executive Assistant & Office Coordinator

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 Reference: ECNJOBID-66-249-66-193 in the application