Executive Assistant​/Office Manager

You Will Be Executive Assistant

• Providing proactive calendar management and administrative support for four executives, aligning schedules and priorities to support business needs.
• Partnering with Executive Assistants and the Executive Business Partner to coordinate timelines, schedules, and key deliverables across the executive and senior leadership team.
• Managing domestic and international travel logistics, including itineraries, accommodations, transportation, and executive event coordination.
• Overseeing expense reporting, reimbursements, and purchase order processing.
• Coordinating meetings and events, including board meetings, leadership on‑sites/off‑sites, client visits, and company events.
• Serving as a liaison between executives, employees, clients, and stakeholders to manage communications, priorities, and follow‑through.
• Partnering with Talent Acquisition by scheduling candidate interviews with executives as needed.
• Leading and supporting special projects, executive logistics, and operational initiatives that add value to the organization.
• Attending meetings as needed to capture notes, track action items, and support follow‑up execution.
• Maintaining document repositories and supporting the organization of executive materials and presentations.

• Overseeing office services and ensuring day‑to‑day operations, processes, and procedures run efficiently and seamlessly across Wpromote’s LA headquarters.
• Opening the office and ensuring the space is set up, functional, and welcoming for employees, clients, vendors, and visitors.
• Partnering with building management to submit work orders, activate keycard access, and provide parking access as needed.
• Ordering, receiving, and unpacking deliveries for the office, including office supplies, food, and beverages, while maintaining appropriate inventory levels.
• Ordering and setting up breakfast or lunch for in‑person client and team meetings, and providing hands‑on support for office and event logistics.
• Planning engaging office events and team‑building activities, including regular in‑office programming and ERG‑themed events, in partnership with internal stakeholders.
• Maintaining the aesthetic integrity of the office, conference rooms, kitchen, and shared spaces, and helping drive employee foot traffic and engagement in the LA office.
• Managing conference room calendars and office or desk booking for visitors, and assisting with other office operations projects as needed in support of Wpromote’s hybrid, remote‑first environment.
• Providing support on in‑office days Monday through Wednesday during the fixed onsite schedule, while remaining flexible for earlier meeting setup and occasional after‑hours events as business needs require.
• Multitasking across Executive Assistant and Office Management responsibilities during in‑office days to ensure both executive support and office operations are handled effectively.

• 2–3 years of Executive Assistant (preferred) and/or office administrative experience.
• Ability to maintain and protect confidential information with discretion, sound judgment, and professionalism.
• Experience with executive‑level support and calendar management involving rapidly changing priorities and problem‑solving.
• Experience with domestic or international travel management and expense reporting.
• Excellent written and verbal communication skills, with the ability to interact effectively with executives, employees, clients, visitors, and vendors.
• Strong organizational, prioritization, and attention‑to‑detail skills, with the ability to manage multiple competing priorities and seamlessly balance executive support and office operations in a fast‑paced environment.
• A proactive, service‑oriented approach with strong professionalism, reliability, positive energy, and a willingness to support executives, office operations, and the broader team wherever needed.
• Ability to work both independently and collaboratively across teams and functions.
• Experience with Google Workspace.
• Ability to perform physical tasks associated with office operations, including carrying boxes up to 15 pounds and walking up and down a flight of stairs.

• Experience coordinating in‑person client and team meetings.
• Experience planning office events, employee engagement activities, or culture‑building initiatives.
• Exposure in a fast‑paced advertising agency environment.
• Expertise managing multiple calendars and competing priorities simultaneously.