Executive Assistant; Office Coordination

Overview

We are seeking a talented and passionate individual to serve as an Executive Assistant to the agency's Partners. Candidates must be organized, self-motivated, solution-oriented, communicate effectively, possess strong attention to detail, and be able to problem-solve quickly. This role also includes an office coordination component, with three days per week in-office to support front-of-house operations.

• Minimum 3 years Office Administrative / Executive Assistant experience
• Proficient in Google Workspace and heavy calendar management for multiple executives
• Ability to anticipate executives' needs
• Diligent follow-through on every task given
• A self-starter who is resourceful and a strong multitasker
• Comfortable communicating/interacting with clients and high-level executives
• Excellent written and verbal communication skills

• Plan, coordinate, and ensure that the Partner / Owners' schedules are planned efficiently and aligned to preferences, maximizing time effectiveness
• Work closely with the Partner / Owners to keep them well-informed of upcoming meetings and events, following up appropriately
• Handle multiple requests for executive time, using sound judgment to prioritize, avoid double bookings, and anticipate meeting needs
• Support basic administrative duties: travel, expense reports, document creation and maintenance
• Assist in coordinating agendas for upcoming client and internal meetings
• Manage external contacts and maintain an understanding of key relationships

• Provide front-of-house support and serve as a welcoming presence for team members, clients, and visitors
• Assist with incoming mail, deliveries, and general office coordination
• Support the setup and logistics for client, new business, and internal meetings
• Assist with scheduling needs related to executive meetings, offsites, and internal programming
• Support onboarding coordination and internal team communications
• Assist with internal recognition, gifting, and special moments
• Partner with the People Ops team on office-related scheduling and coordination needs
• Handle additional administrative and office coordination tasks as needed

$70K - $75K (commensurate with experience)

• Medical + dental + vision insurance
• Generous PTO and paid holidays
• Dedicated mental health days
• Unlimited sick time
• Give Back. We want SHADOWs to extend their hearts and give back to their various communities and interests, on the clock! We offer 40 hours of paid VTO annually (voluntary time off)
• 401(k) retirement plan with matching
• Pre-tax commuter and healthcare benefits
• 12 weeks paid leave for new parents
• Individualized career mapping
• Summer Fridays (early close Fridays Memorial Day - Labor Day)
• Hybrid work schedule (1-3 days in office per week, depending on role)

SHADOW promotes a diverse and high performing company culture. SHADOW is dedicated to providing equal opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to race, color, religion, sex, national origin, disability, or sexual orientation. All your information will be kept confidential according to EEO guidelines.