Summary: 

We are seeking a proactive and organized Office Manager/Staff Assistant to join our dynamic team. This role is pivotal in ensuring smooth day-to-day operations of the office, from managing the front desk to supporting team members with various administrative tasks. The ideal candidate is detail-oriented, resourceful, and capable of handling multiple tasks in a fast-paced environment. 

Responsibilities: 

  • Serve as the first point of contact for visitors, ensuring a welcoming and professional atmosphere. Manage visitor check-ins, handle incoming calls, and maintain the reception area. 
  • Schedule and coordinate team meetings, including booking conference rooms, preparing agendas, and ensuring all necessary materials are available. 
  • Maintain and update team calendars, ensuring alignment and awareness of important dates, deadlines, and events. 
  • Manage office and kitchen supplies, snacks/beverages, and equipment inventory, placing orders as needed to ensure the team has the resources they need. 
  • Assist with various administrative tasks, such as formatting PowerPoint presentations, converting Word documents into final drafts, and other clerical duties. 
  • Manage the life cycle of any external meetings – including sending and securing NDAs, scheduling, travel booking, sending confirmations, setup of conference rooms and/or zoom links, guest arrivals/departures, and follow–ups as needed.  
  • Run occasional errands, such as picking up office supplies, snacks, or other necessary items. 
  • Vendor management and coordination for the office space.  
  • Act as the on-site liaison for office redesigns, meeting with designers and vendors, and providing updates to the team. 
  • Track and manage ongoing projects, ensuring deadlines are met and team members are informed of progress. 
  • Conduct research as needed and assist with database, archive, and records management to keep information organized and accessible. 

Qualifications: 

  • 2-3 years of experience in a professional office environment, ideally within the media and entertainment industry. 
  • Strong organizational skills with the ability to manage multiple tasks and priorities. 
  • Excellent communication and interpersonal skills. 
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management tools. 
  • Ability to work independently and collaboratively within a team. 
  • A proactive and resourceful approach to problem-solving. 
  • Strong attention to detail and a commitment to maintaining confidentiality. 
  • Agency or client service experience is a plus.  

Description:   

  • Full time job with benefits   
  • Role is on-site in Santa Monica, CA  
  • Office is located near downtown Santa Monica – near metro and freeways  

The base pay range for this position is $55,000 to $70,000 per year. Actual compensation is based on market location and may vary depending on job-related knowledge, skills, and experience. We also offer a competitive package of benefits including paid time off, sick time, company holidays, parental leave, medical/dental/vision insurance, life insurance, disability insurance, and 401(k) to regular full-time employees. Certain roles may also be eligible for bonus and equity. 

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