Posted 5 days ago
Executive Assistant - Thinkingbox
AI Summary
An Executive Assistant supporting senior leadership at Thinkingbox’s Salt Lake City office, managing calendars and travel, coordinating office operations, projects, and events, and serving as the first point of contact for the office.
About this role
Who We Are
Hi! We’re Thinkingbox, the brief to built agency. Creating innovative digital, experiential, social, and content, we partner with leading brands across industries like sports, gaming, entertainment, and technology. We believe the hands that carefully craft the work should belong to the minds that dreamed it. So while others pass the buck, we’re already building. Because our thinkers are also the makers. Culture is at the heart of who we are, and our offices are hubs of natural collaboration. From hanging out with our office dogs to enjoying Thursday happy hours, we keep our work environment vibrant, welcoming, and fun. Each year, we also encourage our people to spend a month exploring the world, whether that means working from another office or even from the beaches of Mexico, to expand their perspectives and bring fresh inspiration back to the team.
The Opportunity
We are looking for an organized, positive, and proactive Executive Assistant for our Salt Lake City office. As the face of the office you’ll support senior leadership, keep day-to-day office operations running, coordinate internal initiatives, and help foster a connected, engaging workplace.
This role is perfect for someone who thrives in a fast-paced creative environment where priorities evolve quickly. You're comfortable making judgment calls, adapting on the fly, and keeping multiple initiatives moving without losing sight of the details.
What You’ll Be Doing
Executive Assistant Support
Assist with managing calendars and scheduling for the Chief Operations Officer and Chief Creative Officer
Coordinate calendars, travel, meetings, and follow ups, proactively adapting plans as priorities and schedules change.
Assist leadership with research and administrative tasks
Office Coordination
Greet all visitors and serve as the first point of contact for the office
Answer phones and manage incoming/outgoing mail and packages
Maintain a clean, organized, and well stocked office environment
Coordinate vendors including cleaning services, suppliers, and building contacts
Assist with onboarding tasks such as desk setup and office access
Project Coordination
Support multiple internal projects simultaneously, ensuring work continues to move forward even as priorities shift
Help prepare documents, presentations, and meeting materials
Collaborate across departments on assigned projects
Culture and Events
Champion a positive and connected office culture
Plan and execute office events, team lunches, social gatherings, and holiday celebrations
Coordinate industry related outings and community engagement activities
Partner with the People and Culture team on company programs
Administrative Support
Support expense tracking
Order office supplies and equipment
Handle general administrative tasks as needed
What You’ll Bring
Friendly, professional, and people focused
Strong multitasker with the ability to prioritize and stay ahead of needs
Excellent written and verbal communication skills
Proactive problem solver who takes initiative
Comfortable working in an environment where priorities can change quickly while maintaining accuracy, professionalism, and follow-through
Experience in office coordination or administrative roles preferred
Experience supporting executives is an asset
Bonus Experience
Experience in any of the following environments is considered a strong asset:
Creative, advertising, or production agencies
Film, television, commercial, or live event production
High-growth startups or entrepreneurial environments
Experience as a Producer's Assistant, Production Coordinator, First Assistant Director (1st AD), Executive Assistant, or similar role where balancing competing priorities and coordinating multiple stakeholders was essential.
Additional Info
On-site Mondays to Fridays
Flexible time off, including paid vacation and sick days
Consistent culture and team-building events
Employee recognition and incentive programs
Seasonal celebrations and gatherings throughout the year
Office lunches
Branded company swag
Access to industry events, learning opportunities, and non-profit outreaches
Dog-friendly offices
Unlimited coffee, drinks, and snacks
Flex work and travel options
Comprehensive extended health benefits
401k matching
Skills
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