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Executive/Business Administrative Assistant

Would you like to work in a highly creative, fast-paced environment? Do you take pride in being “that person,” the one that is always a step ahead taking care of the big and small details so things run smoothly? Certain Affinity is looking for a unique individual to be “that person” for the company executives and for the office itself.

This position has wide range of responsibilities including some executive admin functions, but also a key role in working with the business team to ensure the day-to-day smooth running of our studio. We are looking for someone who exhibits flexibility, who has excellent interpersonal skills, who has project coordination experience and the ability to work well with all levels of internal management and vendors. The successful candidate must be able to prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through to successful completion. Strong collaboration and the ability to prioritize and communicate effectively with great attention to detail are musts. The real differentiator for the successful candidate will be a ‘hospitality’ style approach to relationships and our office space.

Responsibilities

Management Support – Executive Team
    • Build and maintain strong working relationships with all members of the executive team
    • Provide calendar support – manage an active calendar of appointments/meetings
    • Coordinate with travel team to arrange complex and detailed travel plans and itineraries
    • Schedule regular sync meetings and ad-hoc meetings between exec team members; facilitate regular meetings between execs and their direct reports
    • Coordinate with a broad range of company leaders to help plan upcoming company events and scheduled commitments
    • Identify things that will smooth the runway and allow the company’s executives to focus on running the business and product development
    • Assist in other administrative support tasks as needed
General Office/Facilities
    • Key member of the core team ensuring our environment continues to be a great place to work
    • Be the ‘eyes’ monitoring office appearance and ensuring it is clean and comfortable and presents well
    • Coordinate meeting room set-up, clean up and upkeep
    • Manage logistics for external facing meetings to ensure a high-quality experience for visitors (job candidates, dev partners, vendors, business partners, etc.)
    • Evaluate, establish and manage relationships as it relates to cleaning crew, kitchen, bathroom and other procurement suppliers
    • Understand and work with Building Manager and Security team to ensure physical security guidance is always followed (employee badges, alarm system, visitor access, etc.)
    • Work with the Building Manager to coordinate any building-related maintenance or repairs
    • Act as a sounding board to provide insight on company org health and morale
Administration
    • Plan and execute team morale events, company meetings and special events or parties
    • Support Partner meetings including coordination, planning meeting spaces, food arrangements, and agenda preparation
    • Partner with Technical Operations to coordinate and assist in space planning and office moves
    • Manage all general office shipping and receiving, including mail retrieval from on-site and off-site locations
    • Manage office supply-related procurement requests and ordering
    • Maintain and keep updated org charts, distribution lists and office maps/seating charts
    • Ensure all physical documents, records and files are properly maintained and secured

 

Requirements

    • Minimum of 5+ years of relevant administrative work experience
    • High level of interpersonal skills, self-motivated, uber-dependable, and self-directed
    • Strong planning, organizational, time management and problem-solving skills
    • Passion and deep belief in the impact physical spaces have on the people that occupy them
    • Excellent customer service and strong written and verbal communication skills
    • Extremely resourceful with good judgment in resolving issues
    • Vendor management experience and ability to drive vendor relationships to strategic ends
    • Proven ability to maintain the confidentiality of highly sensitive material with tact and professionalism
    • Proficiency with variety of software applications such as Word, Excel, PowerPoint and Gmail
    • Comfortable interacting with staff at all levels, including executives

 

Extra Credit

    • Bachelor’s degree in a related field
    • Strong analytical skills a plus: the ability to see the story in the data and develop compelling communication
    • Software development, game development, or other entertainment industry-related experience