Office Administrative and Executive Assistant - LA Office

The Office Administrative and Executive Assistant is responsible for day-to-day operations of AE Studio's HQ, which will include but not be limited to: empowering the Leadership team (LT) through proactive problem solving, scheduling, booking travel, office logistics, and contributing to company culture initiatives. The Office Administrative and Executive Assistant will report to the Head of Operations and work closely with LT and their reports.

Candidates must be professional, articulate, discreet, personable, flexible, and have excellent communication skills. Each day will bring a different set of experiences; candidates must be able to adapt quickly, know when to push, and when to go with the flow.

Responsibilities

• Embody AE’s Core Values and continuously help support our great in-office culture (fun!)
• Support LA office operations, including opening and closing procedures
• Manage on-site staff and vendors; includes but not limited to: office supplies, office requests, function, caretaking
• Keep track of and process vendor invoices
• Log storage inventory in the office as well as storage space
• Plan LT off-sites, team-building events, and quarterly meetings; logistics include: managing cleaners, food/drink orders, sending gate passes to all attendees, A/V set-up, sending reminders to attendees
• Responsible for booking appointments for LT including but not limited to: health appointments for LT as well as families
• Responsible for occasional personal errands for LT to increase their agency to focus on high impact goals including but not limited to: maintenance requests, bill payments, vacation planning
• Work with Operations to create a framework for LT scheduling
• Make adjustments to the calendar based on continuous feedback from LT and Operations
• Create travel itineraries for LT and accompanying travelers
• Act as a liaison between LT and onsite staff as required
• Client and internal gifting
• Track and manage ongoing projects and tasks to ensure they are progressing as planned
• Conduct research and compile reports as needed of projects and initiatives
• Maintain accurate records and files in our internal system
• Event coordination: logistics, marketing materials, pre and post event assistance with sales events
• Organize and prepare materials for meetings, including agendas, minutes, presentation decks, and follow-up action items
• Provide general administrative support, including managing expenses, contacts and spreadsheets

About You

• 3-5 years of experience of assistant support, both as an Executive and/or Personal Assistant
• Detail oriented
• You are reliable, consistent, direct, and experienced in building trust with stakeholders/internal team
• Exceptional written and verbal communication
• Proven ability to handle confidential information with discretion
• Passion for rolling up your sleeves and have a strong, team-player mentality
• Hustle mentality, putting in extra effort when needed to help the team succeed
• Comfortable with ambiguity
• You are highly organized and thoughtful with strong customer service skills
• Proactive in anticipating, addressing, and resolving potential challenges
• You have an ability to problem solve in a fast-paced environment
• Eager to make an impact and thrive in a dynamic, hyper-growth environment
• Proficiency with Google Suite products, open to learning new products

Salary Range & Benefits

The below represents the expected salary range for this position in Venice, CA. We take a number of factors into account when determining compensation including experience and other job-related factors.

Salary Range: $65-75k annually + great benefits, events, and travel to staff retreats in Brazil

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Join a fast growing technology company that specializes in custom software development, Artificial Intelligence, Brain-Computer Interfaces and more. This position will help support a vibrant team where everyone has a growth mindset, is solutions oriented, and enjoys their time together. We’re a casual office in the heart of Venice right on popular street Abbot Kinney.

This in-office role offers a dynamic IRL opportunity, with occasional local errands to be run on an as-needed basis, contributing to our dynamic work environment.