Administrative​/Personal Assistant

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The Lumistella Company is a global intellectual property company dedicated to bringing Santa’s North Pole to life for children around the world through consumer products, original entertainment and brand experiences. We are home to the most iconic and beloved Christmas brands of this generation including The Elf on the Shelf, Elf Pets, and Elf Mates.

The Administrative/Personal Assistant provides comprehensive support to the President/Chief Legal Officer and the Chief Operating Officer; and provides back up support when needed to the Co-CEOs. This role blends high-level administrative functions with substantial personal assistant responsibilities, ensuring seamless professional and personal support for key executives.

Responsibilities include managing schedules, coordinating meetings and travel, preparing presentations and reports, and handling sensitive communications. The role also involves significant personal assistance—such as running errands, coordinating personal appointments, and managing home-related logistics—which may account for up to 50% of the position’s time.

The Administrative/Personal Assistant position requires a high level of discretion, flexibility, and initiative. The ideal candidate will demonstrate excellent organizational and communication skills, be comfortable with local travel to executive residences, and be responsive to after-hours needs when required.

The Administrative/Personal Assistant will:

· Exercise discretion and maintain strict confidentiality in all matters.

· Manage professional and personal correspondence, including phone calls, emails, mail, and calendar appointments; schedule meetings and travel for Executive Leadership as needed.

· Draft, proofread, and edit emails, memos, letters, and executive-level presentations for internal and external audiences.

· Organize and maintain electronic and paper filing systems; manage invoices, receipts, expense reports, and credit card reconciliations.

· Plan and coordinate internal and external meetings and events; prepare materials and agendas; record and distribute meeting minutes.

· Provide personal assistant support to Executives, including managing private correspondence, scheduling personal appointments, and running errands.

· Support the COO and President in Leadership Team functions, including meeting coordination, SharePoint site management, and document preparation.

· Serve as an active member of the Administration team, supporting company-wide travel coordination, reception duties, and facility operations as needed.

· Assist with logistics for company wide shipping needs; prepare labels and ensure timely delivery.

· Coordinate meals for executive meetings, including placing and picking up lunch orders.

· Conduct research and compile data for reports, proposals, and other projects.

· Assist with renewals of executive certifications or licenses.

· Provide responsive after-hours support, either directly or by coordinating with team members to ensure Executive needs are met.

· Assist with project-based assignments, including drafting project plans and tracking deliverables.

· Protect company assets through the proper management of asset files and adherence to company policy with regard to information security and management.

Interaction with Others

The Administrative / Personal Assistant serves as a key point of contact on behalf of the Executive Board and company leadership. This role requires regular interaction with:

· Internal stakeholders, including executives, executive assistants, and employees at all levels;

· External contacts such as account representatives, sales associates, vendors, customers, and service providers (e.g., bankers, attorneys, accountants, and media professionals);

· Personal contacts of executives.

The Assistant will communicate with these individuals to coordinate…