Executive Assistant

Executive Assistant

We are looking for an Executive Assistant to support a busy studio environment. This position plays a central role in keeping leadership, project teams, and daily office operations organized in a fast-moving work setting. The ideal candidate brings strong judgment, excellent attention to detail, and the ability to manage multiple priorities while maintaining a high level of service. This role is well suited to someone who thrives on coordination, communication, and proactive problem-solving.

Responsibilities:

• Manage complex calendars for studio leadership, arrange domestic and international travel, and oversee renewals for licenses and memberships.
• Provide day-to-day administrative support by coordinating meetings, preparing written communications, and completing expense documentation accurately and on time.
• Help maintain smooth studio operations by organizing internal meetings, supporting staffing coordination, tracking financial details, collecting time records, and assisting with presentation materials.
• Review, format, and proofread client and consultant contract documents to ensure accuracy and quality before distribution.
• Support project teams with administrative coordination such as maintaining project folders, recording and circulating meeting notes, tracking project documentation, and setting up new records in accounting systems.
• Plan travel for studio staff using corporate booking tools while ensuring itineraries are complete, efficient, and aligned with business needs.
• Strengthen office culture by organizing team events, celebrations, and retreats while monitoring related budgets.
• Coordinate onsite meetings by reserving space, preparing agendas, arranging food and beverages, and welcoming visitors courteously.
• Maintain physical project archives and work closely with internal administrative groups to promote effective communication and operational continuity.
• Provide occasional front desk coverage and offer backup support to administrative colleagues when needed.