Executive Assistant

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our 6-person executive leadership team. In this role, you will act as a right hand to our executives, ensuring seamless day-to-day operations through expert calendar management, communication handling, and logistical coordination. 

The ideal candidate thrives in a fast-paced environment, maintains the highest level of confidentiality, and demonstrates exceptional judgment and attention to detail. We are looking for someone who doesn’t wait for tasks to be assigned to them but who excels at anticipating needs and proactively managing priorities. But most importantly, we are looking for someone who is ready to become a Spoon - to give a damn, try anything, and enjoy the people they are working with.

This role will be working out of our LA office on Tuesdays.

Responsibilities

Executive Assistance

• Schedule and coordinate meetings on behalf of Founders and C Suite.
• Includes both professional and personal, IRL and virtual meetings.
• Act as the first point of contact for inquiries from staff, clients, vendors.
• Maintain an understanding of priorities, objectives and executive relationships to appropriately manage calendars, with the ability to adjust quickly across time zones.
• Communicate with internal team and external partners on behalf of Founders.
• Lead travel arrangements; articulate agendas including flights, lodging, car services.
• Prepare expense reports including monthly reconciliation.
• Assist with Founder personal errands, when needed.
• Perform other ad-hoc administrative tasks as assigned by Executive Leadership.
• Maintain confidentiality in all aspects of client, staff and agency information.
• Manage timesheet submission for selected C Suite members, as needed

Office Management

• On Tuesdays in the LA office, handles reception/front desk duties, office and kitchen inventory, and general office coordination (parking, mail, ShareBite, etc). 
• Maintain office conditions and arrange for necessary adjustments and repairs. 
• Research, price, and purchase equipment, supplies, merchandise, subscriptions.
• Liaise with building management.
• Handle tracking and reconciliation of invoices/expenses.
• Upkeep conference room/office tech (with help of IT Team).

Requirements

• 4+ years of experience in a comparable role in a creative environment; agency experience strongly preferred
• Ability to effectively prioritize tasks and be resourceful, flexible and quick to adapt in a fast-paced environment.
• Acute attention to detail
• Effective written, verbal, and visual communicator
• Ability to collaborate creatively across departments and offices
• Ability to foster trusting relationships with teammates and clients
• Familiarity with Google Suite, Slack and Microsoft Office

The anticipated annual salary range for this position is $80,000 - $110,000. Salary is determined based on a wide range of factors, including relevant experience, knowledge, skills, job duties, and geographic location. For this role, we also offer programs such as medical/dental/vision insurance, 401(k) matching, paid time off, and various other benefits and perks.

Giant Spoon is an agency that strives to build an inclusive workplace dynamically rooted in our differences. What makes you, you, is your greatest asset here. No matter your race, ethnicity, religion, national origin, sex, sexual orientation, gender identity, age, protected veteran status, disabled status, genetic information, or other protected category—feel comfortable (and excited) to bring your full self and make smart, impactful work.

For applicants who are California residents, please see our Privacy Policy here which describes our privacy practices with respect to our collection of Personal Information as required under the California Consumer Privacy Act of 2018 (CCPA).