Office Manager/Staff Assistant

Summary:

We are seeking a proactive and organized Office Manager/Staff Assistant to join our dynamic team. This role is pivotal in ensuring smooth day-to-day operations of the office, from managing the front desk to supporting team members with various administrative tasks. The ideal candidate is detail-oriented, resourceful, and capable of handling multiple tasks in a fast-paced environment.

Responsibilities:

• Serve as the first point of contact for visitors, ensuring a welcoming and professional atmosphere. Manage visitor check-ins, handle incoming calls, and maintain the reception area.
• Schedule and coordinate team meetings, including booking conference rooms, preparing agendas, and ensuring all necessary materials are available.
• Maintain and update team calendars, ensuring alignment and awareness of important dates, deadlines, and events.
• Manage office and kitchen supplies, snacks/beverages, and equipment inventory, placing orders as needed to ensure the team has the resources they need.
• Assist with various administrative tasks, such as formatting PowerPoint presentations, converting Word documents into final drafts, and other clerical duties.
• Manage the life cycle of any external meetings - including sending and securing NDAs, scheduling, travel booking, sending confirmations, setup of conference rooms and/or zoom links, guest arrivals/departures, and follow-ups as needed.
• Run occasional errands, such as picking up office supplies, snacks, or other necessary items.
• Vendor management and coordination for the office space.
• Act as the on-site liaison for office redesigns, meeting with designers and vendors, and providing updates to the team.
• Track and manage ongoing projects, ensuring deadlines are met and team members are informed of progress.
• Conduct research as needed and assist with database, archive, and records management to keep information organized and accessible.

Qualifications:

• 2-3 years of experience in a professional office environment, ideally within the media and entertainment industry.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management tools.
• Ability to work independently and collaboratively within a team.
• A proactive and resourceful approach to problem-solving.
• Strong attention to detail and a commitment to maintaining confidentiality.
• Agency or client service experience is a plus.

Description:

• Full time job with benefits
• Role is on-site in Santa Monica, CA
• Office is located near downtown Santa Monica - near metro and freeways

The base pay range for this position is $55,000 to $70,000 per year. Actual compensation is based on market location and may vary depending on job-related knowledge, skills, and experience. We also offer a competitive package of benefits including paid time off, sick time, company holidays, parental leave, medical/dental/vision insurance, life insurance, disability insurance, and 401(k) to regular full-time employees. Certain roles may also be eligible for bonus and equity.