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.
