Executive Assistant

Flawless•Santa Monica, CA

29d•Hybrid

About The Position

Flawless is transforming Hollywood with assistive AI. Our tools empower filmmakers to edit, localize, and refine performances while preserving artistic intent. Designed to support, not replace, artists, our technology expands what is possible on screen and gives creators freedom to tell stories with greater impact and reach audiences in new ways. From enabling seamless multilingual releases to eliminating the need for costly reshoots, Flawless solves critical challenges that slow down productions and limit distribution. We are also setting the standard for ethical AI in entertainment. Our Artistic Rights Treasury (A.R.T.) is a rights management solution that protects artists and rights holders, ensuring that innovation moves forward with transparency and respect for creative ownership. We’re looking for a proactive and highly organized Executive Assistant to support the Co-CEOs with scheduling and coordination while also overseeing office operations and day-to-day administrative needs. In this role, you’ll be central to keeping the business running smoothly, ensuring our LA office operates seamlessly, executive priorities are well managed, and teams have the support they need to do their best work. The ideal candidate is detail-oriented, adaptable, and solution-driven, bringing care and ownership to everything from calendar management to office logistics and team experiences that reflect Flawless’ culture.

Requirements

Organization and planning
Good communication
Can-do attitude
Attention to detail
Project management
Facilities management
Problem solving
Flexibility and adaptability
Willingness to do what needs to be done

Nice To Haves

Executive Assistant experience
Office software proficiency
Customer service
Event planning

Responsibilities

Support the executive team with scheduling, calendar coordination, and administrative logistics as needed
Oversee the day-to-day operations of the LA office, ensuring supplies, food, and equipment are consistently stocked, organized, and maintained
Manage relationships with vendors and service providers to support facilities, office services, and workplace needs
Track and manage office budgets, expenses, and vendor contracts
Proactively identify and resolve office-related issues with efficiency, ownership, and sound judgment
Implement, document, and continuously improve systems and processes related to office operations and communication
Plan and coordinate internal events, including team socials, holiday gatherings, and office celebrations
Partner with the broader Operations team on cross-functional initiatives that impact office culture, employee experience, and logistics
Serve as a trusted point of contact for employees on all office-related questions and needs
Contribute to a positive, collaborative, and well-maintained workplace that reflects Flawless’ culture and values