Office Coordinator & Executive Assistant

Job Description

WHO WE ARE

Breakaway Group is a premier entertainment and music festival multimedia company producing the largest independent touring music festival in North America, spanning 13 cities over 9 months. With a focus on underserved markets, Breakaway delivers a premium two-day EDM/Pop festival experience — featuring an ever-evolving lineup of top artists — directly to where fans live, work, and play.

THE ROLE

Breakaway is seeking a highly organized and proactive Office Coordinator & Executive Assistant to serve as a central operational partner within our Columbus headquarters. This role is a true hybrid position, balancing hands-on office operations with executive support for company leadership.

You will be responsible for maintaining a high-functioning workplace environment while also helping leadership stay organized, prepared, and efficient in a fast-moving company. You will keep the office running smoothly while supporting leadership with scheduling, logistics, and day-to-day administrative needs.

The ideal candidate is detail-oriented, resourceful, and anticipates needs before they arise. This role is best suited for someone who enjoys ownership, structure-building, and being a reliable point of coordination across teams.

This is an in-office role based in Columbus, Ohio. Candidates must be local or willing to relocate.

Requirements

RESPONSIBILITIES

Office Coordinator & Workplace Coordination

Manage daily operations and organization of the Columbus office

Maintain office supplies, equipment, kitchen, and inventory

Distribute and route physical mail, scan and forward documents, and coordinate check deposits

Maintain and manage employee office parking passes

Issue office keys and assist with access for employees, visitors, and contractors

Perform light daily tidying and coordinate cleaning services and maintenance vendors

Coordinate office vendors, building management, and service providers

Welcome and assist office visitors and guests

Prepare meeting rooms and reset shared spaces after meetings

Coordinate occasional catering, meals, and meeting materials

Manage general office environment (workspace setup, TVs, music, and shared areas)

Support employee onboarding logistics and workspace setup

Maintain shared resources and internal documentation

Assist with office improvements, furniture orders, and workspace projects

Occasionally adjust in-office schedule to support meetings, guests, or office projects outside standard office days

Executive & Administrative Support

Provide day-to-day administrative support to the Co-Founder and in-office leadership team

Manage calendars, scheduling, and meeting coordination

Coordinate travel arrangements and maintain itineraries

Serve as a point of contact for internal and external coordination related to leadership

Prepare agendas, presentations, and meeting materials

Track follow-ups and action items

Screen and prioritize incoming requests and communications

Assist with expense tracking, invoices, and administrative reporting

Support logistics for leadership meetings and company initiatives

Maintain confidential files, records, and documentation

Assist with occasional administrative tasks and local errands for the Co-Founder as needed

QUALIFICATIONS

1–3+ years of experience in administrative support, operations coordination, or office management

Located in or willing to relocate to Columbus, Ohio

Experience supporting leadership or executives in a professional environment

Strong organizational and time-management skills

Ability to manage multiple priorities in a fast-paced environment

Clear written and verbal communication skills

High attention to detail and strong follow-through

Comfortable handling confidential information

Proactive problem-solver who takes initiative

Experience coordinating travel logistics and scheduling

Proficiency in Google Workspace and Microsoft Office

Experience in entertainment, events, agency, or startup environments is a plus

Positive attitude and team-first mindset

Benefits

Flexible work environment

Comprehensive medical, dental, and vision insurance

401(k) plan with employer matching

Paid Vacation Plans

Full-time

Hybrid remote