Executive Assistant/Office Manager

Wpromote•Los Angeles, CA

10h•$75,000 - $90,000•Hybrid

About The Position

The Executive Assistant & LA Office Manager will provide high-level administrative support to four executives while overseeing the day-to-day operations of Wpromoteâ€™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 Adweekâ€™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 whatâ€™s possible in marketing.

Requirements

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 Haves

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

Responsibilities

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
Overseeing office services and ensuring day-to-day operations, processes, and procedures run efficiently and seamlessly across Wpromoteâ€™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 Wpromoteâ€™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