About The Role

The Office Administrative and Executive Assistant is responsible for day-to-day operations of AE Studio's HQ, which will include but not limited to: empowering the Leadership team (LT) through proactive problem solving, scheduling, booking travel, office logistics, and contributing to company culture initiatives. The Office Administrative and Executive Assistant will report to the Head of Operations and work closely with LT and their reports.

Candidates must be professional, articulate, discreet, personable, flexible, and have excellent communication skills. Each day will bring a different set of experiences; candidates must be able to adapt quickly, know when to push, and when to go with the flow.

Responsibilities

Embody AE’s Core Values and continuously help support our great in-office culture (fun!)
Support LA office operations, including opening and closing procedures
Manage on-site staff and vendors; includes but not limited to: office supplies, office requests, function, caretaking
Keep track of and process vendor invoices
Log storage inventory in the office as well as storage space
Plan LT off-sites, team-building events, and quarterly meetings; logistics include: managing cleaners, food/drink orders, sending gate passes to all attendees, A/V set-up, sending reminders to attendees
Responsible for booking appointments for LT including but not limited to: health appointments for LT as well as families
Responsible for occasional personal errands for LT to increase their agency to focus on high impact goals including but not limited to: maintenance requests, bill payments, vacation planning
Work with Operations to create a framework for LT scheduling
Make adjustments to the calendar based on continuous feedback from LT and Operations
Create travel itineraries for LT and accompanying travelers
Act as a liaison between LT and onsite staff as required
Client and internal gifting
Track and manage ongoing projects and tasks to ensure they are progressing as planned
Conduct research and compile reports as needed of projects and initiatives
Maintain accurate records and files in our internal system
Event coordination: logistics, marketing materials, pre and post event assistance with sales events
Organize and prepare materials for meetings, including agendas, minutes, presentation decks, and follow-up action items
Provide general administrative support, including managing expenses, contacts and spreadsheets

About You

3-5 years of experience of assistant support, both as an Executive and/or Personal Assistant
B.A/B.S degree preferred
Detail oriented
You are reliable, consistent, direct, and experienced in building trust with stakeholders/internal team
Exceptional written and verbal communication
Proven ability to handle confidential information with discretion
Passion for rolling up your sleeves and have a strong, team-player mentality
Hustle mentality, putting in extra effort when needed to help the team succeed
Comfortable with ambiguity
You are highly organized and thoughtful with strong customer service skills
Proactive in anticipating, addressing, and resolving potential challenges
You have an ability to problem solve in a fast-paced environment
Eager to make an impact and thrive in a dynamic, hyper-growth environment
Proficiency with Google Suite products, open to learning new products

Salary Range & Benefits

The below represents the expected salary range for this position in Venice, CA. We take a number of factors into account when determining compensation including experience and other job-related factors.

Salary Range: $60-70k annually + great benefits, events, and travel to staff retreats in Brazil

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Join a fast growing technology company that specializes in custom software development, Artificial Intelligence, Brain-Computer Interfaces and more. This position will help support a vibrant team where everyone has a growth mindset, is solutions oriented, and enjoys their time together. We’re a casual office in the heart of Venice right on popular street Abbot Kinney.

This in-office role offers a dynamic IRL opportunity, with occasional local errands to be run on an as-needed basis, contributing to our dynamic work environment.

Bonus Points: Proximity to the office will allow you to make the most of this unique opportunity, connecting you more closely to both our team as this is an everyday office position alongside many of the leadership team members and other AE agents who enjoy being at our lovely Abbot Kinney space Monday through Friday!

Location

Los Angeles, CA