Executive Assistant II

The role

We are looking for an Administrative Assistant to organize and coordinate our studio administration and office duties. This role demands stellar organization skills, efficiency, and someone who thrives on ensuring our studio operations run smoothly, proactively identifying and addressing challenges and queries to ensure everyone in the studio is highly engaged and productive.

Responsibilities:

Overseeing general office operations

Purchasing office supplies and equipment and maintaining proper stock levels

Support contract setups, purchase orders and invoicing related duties

Support key studio initiatives e.g., culture committees, recruitment drive, branding activities, etc.

Scheduling meetings and appointments within the office

Organize office operations and procedures

Coordinate with IT department on all office equipment

Ensure that all items are invoiced and paid on time

Manage allocated budgets towards office administration, ensure accurate and timely reporting

Assist in the onboarding process for new hires

Address employees queries regarding office management issues (e.g., stationery, Hardware, and travel arrangements)

Liaise with facilities team, including cleaning, catering, and security services

Plan in-house or off-site activities, like parties, celebrations, and conferences

Requirements:

A bachelor s degree or equivalent.

Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

Knowledge of Office Administrator responsibilities, systems, and procedures

Proficiency in MS Office (MS Excel and MS Outlook, in particular)

Hands on experience with office machines (e.g., fax machines and printers)

Familiarity with email scheduling tools, like Email Scheduler and Boomerang

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills in a fast-paced environment

A creative mind with an ability to suggest improvements

Full time