Posted 27 days ago

Executive Assistant/Office Manager

Los AngelesHybridFull-time

AI Summary

Executive Assistant and LA Office Manager supports four executives with high-level admin tasks, calendar management, travel, expense processing, and day-to-day LA office operations in a hybrid role.

About this role

The Role

The Executive Assistant & LA Office Manager will provide high-level administrative support to four executives while overseeing the day-to-day operations of Wpromote’s Los Angeles headquarters office. This hybrid role is critical to ensuring executive effectiveness, maintaining a seamless and welcoming office environment, and supporting overall employee experience and engagement. Serving as a key partner to executives, internal teams, and external stakeholders, this individual will manage priorities, coordinate logistics, and help ensure office operations run smoothly and efficiently.

The ideal candidate is highly organized, proactive, detail-oriented, and able to handle confidential information with discretion and professionalism. They thrive in fast-paced environments, can seamlessly balance executive support with in-office operational responsibilities, and bring a strong service-oriented mindset to every interaction. While Wpromote is a remote-first company, this role requires a consistent in-office presence at our LA headquarters on a fixed schedule of Monday from 10:00 a.m. to 2:00 p.m. and Tuesday through Wednesday from 8:30 a.m. to 4:00 p.m. Flexibility is also required for additional on-site support, including earlier mornings for client meetings and breakfast setup, as well as occasional after-hours events. This role reports to the Executive Business Partner.

At Wpromote, we believe that great work is only possible with great people. Our goal is to build a better, more inclusive work environment and support our people at every stage of their careers by prioritizing a strong work-life balance through our policies and benefits listed below. As a Best Place to Work according to both Ad Age and Glassdoor and Adweek’s Fastest Growing Digital Agency, we are moving fast to expand our teams and bring new experts into the fold to keep pushing the boundaries of what’s possible in marketing.

We offer:

-Unlimited PTO

-Extended Holiday break (Winter)

-100% paid parental leave

-401(k) matching

-Medical, Dental, Vision, Life, Pet Insurance

-Sponsored life insurance

-Short Term Disability insurance and additional voluntary insurance

-Annual Class Pass credits and more!

The anticipated annual salary for this role will range from $75,000 - $90,000, based on a variety of factors unique to each candidate, including skill set, years and depth of experience, education and certifications, competitive benchmarks, scope of responsibility, market dynamics, geographic location, and the respective state’s salary threshold for exempt employees. At Wpromote, pay ranges are subject to change and are based on specific market medians for similar jobs according to third-party salary benchmark surveys. Individual pay within that range can vary due to skills, experience, and available budget. The total compensation package for this role will include benefits (listed above).

*This position will require on-site presence Monday through Wednesday with a fixed schedule in our Los Angeles headquarters

**This position is not eligible for immigration sponsorship

Important Notice: Beware of Job Scams

Wpromote recruiting communications will only be sent through our official channels via wpromote.com email addresses. If you see a posting elsewhere that is not reflected on Wpromote.com/careers, it may be a fraudulent posting. We do not require payment or fees during the hiring process nor do we request sensitive information, such as Social Security numbers or payment details. Please safeguard yourself against possible scams and contact us if you encounter any suspicious activity.

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You Will Be

Executive Assistant

Providing proactive calendar management and administrative support for four executives, aligning schedules and priorities to support business needs

Partnering with Executive Assistants and the Executive Business Partner to coordinate timelines, schedules, and key deliverables across the executive and senior leadership team

Managing domestic and international travel logistics, including itineraries, accommodations, transportation, and executive event coordination

Overseeing expense reporting, reimbursements, and purchase order processing

Coordinating meetings and events, including board meetings, leadership onsites/offsites, client visits, and company events.

Serving as a liaison between executives, employees, clients, and stakeholders, helping manage communications, priorities, and follow-through

Partnering with Talent Acquisition by scheduling candidate interviews with executives as needed

Leading and supporting special projects, executive logistics, and operational initiatives that add value to the organization.

Attending meetings as needed to capture notes, track action items, and support follow-up execution.

Maintaining document repositories and support organization of executive materials and presentation

Office Management

Overseeing office services and ensuring day-to-day operations, processes, and procedures run efficiently and seamlessly across Wpromote’s LA headquarters

Opening the office and ensuring the space is set up, functional, and welcoming for employees, clients, vendors, and visitors

Partnering with building management to submit work orders, activate keycard access, and provide parking access as needed

Ordering, receiving, and unpacking deliveries for the office, including office supplies, food, and beverages, while maintaining appropriate inventory levels

Ordering and setting up breakfast or lunch for in-person client and team meetings, and providing hands-on support for office and event logistics

Planning engaging office events and team-building activities, including regular in-office programming and ERG-themed events, in partnership with internal stakeholders

Maintaining the aesthetic integrity of the office, conference rooms, kitchen, and shared spaces, and helping drive employee foot traffic and engagement in the LA office

Managing conference room calendars and office or desk booking for visitors, and assisting with other office operations projects as needed in support of Wpromote’s hybrid, remote-first environment

Providing support on in-office days Monday through Wednesday during the fixed onsite schedule, while remaining flexible for earlier meeting setup and occasional after-hours events as business needs require

Multitasking across Executive Assistant and Office Management responsibilities during in-office days to ensure both executive support and office operations are handled effectively

You Must Have

2-3 years of Executive Assistant (preferred) and/or office administrative experience

Ability to maintain and protect confidential information with discretion, sound judgment, and professionalism.

Experience with executive-level support and calendar management involving rapidly changing priorities and problem-solving.

Experience with domestic or international travel management and expense reporting

Excellent written and verbal communication skills, with the ability to interact effectively with executives, employees, clients, visitors, and vendors.

Strong organizational, prioritization, and attention-to-detail skills, with the ability to manage multiple competing priorities and seamlessly balance executive support and office operations in a fast-paced environment

A proactive, service-oriented approach with strong professionalism, reliability, positive energy, and a willingness to support executives, office operations, and the broader team wherever needed

Ability to work both independently and collaboratively across teams and functions.

Experience with Google Workspace

Ability to perform physical tasks associated with office operations, including carrying boxes up to 15 pounds and walking up and down a flight of stairs

Nice to Have

Experience coordinating in-person client and team meetings

Experience planning office events, employee engagement activities, or culture-building initiatives

Exposure in a fast-paced advertising agency environment

Expertise managing multiple calendars and competing priorities simultaneously

Skills

Board And Leadership Meeting CoordinationBooking SystemsCalendar ManagementConferencing CoordinationDocument ManagementERP/Facilities CoordinationEvent PlanningExecutive SupportExpense ReportingGoogle WorkspaceNote-takingOffice OperationsOffice Supply ManagementPOS And Access ControlProject CoordinationPurchase OrdersReimbursementsSpace PlanningTravel LogisticsVendor Coordination

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