Executive Administrative Assistant

Executive Administrator

Location: Burlingame CA (Hybrid / In-Present)

Company: Baobab Studios

Baobab Studios is the world’s leading independent interactive animation studio. Our mission is to inspire you to dream by bringing out your sense of wonder. We create high-quality, story-driven, and interactive cinematic experiences that put the audience at the center of the narrative. As a 10-time Emmy Award-winning studio, we push the boundaries of storytelling across traditional screens, and emerging platforms.

We are seeking a highly organized, proactive, and seasoned Executive Administrator to partner with and support our executive leadership team. This is not an entry-level administrative role; we are looking for a mid-level professional who goes beyond managing schedules to actively optimizing our executives' time, anticipating studio needs, and acting as a culture champion.

The ideal candidate possesses exceptional emotional intelligence, a high degree of confidentiality, and a proven track record of managing complex operations in a fast-paced, creative, or tech environment. You will be the glue that connects our executive team to the rest of the studio, ensuring seamless daily operations.

• Proactive Calendar & Time Management: Own and strategically manage complex, rapidly shifting calendars for multiple executives. Anticipate scheduling conflicts, prioritize high-value meetings, and protect executive focus time.
• Meeting Lifecycle & Governance: Prepare executives for daily and weekly schedules by gathering agendas, briefing materials, and context in advance. Attend key leadership meetings to take high-level notes, track action items, and ensure cross-functional accountability.
• Operational & Project Support: Lead or assist with special administrative projects across the studio. This includes coordinating company-wide events, offsites, pitch presentations, and team-building initiatives.
• Executive Communications: Draft, proofread, and manage high-level internal and external correspondence. Act as a professional gatekeeper, managing requests from partners, investors, and internal teams with diplomacy and tact.
• Travel & Expense Management: Independently plan and execute seamless, end-to-end domestic and international travel itineraries. Manage expense reporting, budget tracking, and vendor invoicing for the executive suite.
• End-to-End Offsite Management: Own the full lifecycle of studio-wide offsites, from site selection and budget management to agenda tracking and vendor negotiation. You will partner with leadership to design impactful experiences that blend strategic planning sessions with team-building activities.
• Studio Culture & Workplace Operations: Collaborate with HR and Operations to ensure the physical/virtual studio environment reflects Baobab's collaborative culture. Welcome high-profile guests, clients, and talent to the studio.

• Experience: 3-5 years of professional administrative or executive support experience, preferably within animation, entertainment, gaming, tech, or a creative agency.
• Technical Savvy: High proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Zoom, Slack, and project management tools. Comfort learning new software quickly is a must.
• Problem-Solving
  
  Skills:
  
  Strong critical thinking and a "find a way" mentality. You don't just identify a problem; you bring 2 or 3 viable solutions to the table.
• Communication: Exceptional verbal and written communication skills. You can write professionally on behalf of executives and communicate confidently with everyone from interns to board members.
• Adaptability: Proven ability to thrive in a fluid, creative, and fast-paced startup environment. You are unfazed by sudden shifts in priorities.
• Discretion: Absolute integrity and demonstrated success handling highly sensitive, confidential, and proprietary studio information.

• Experience with AI tools.
• A deep passion for animation, storytelling, or gaming.
• Experience working in a hybrid office setup.
• Graphic design or slide deck creation skills (Keynote/Google Slides).