Executive Administrative Assistant

Executive Administrator

Location: Burlingame CA (Hybrid / In-Person)

Company: Baobab Studios

Send resumes and cover letters to [email protected]

About Baobab Studios

Baobab Studios is the world’s leading independent interactive animation studio. Our mission is to inspire you to dream by bringing out your sense of wonder. We create high-quality, story-driven, and interactive cinematic experiences that put the audience at the center of the narrative. As a 10-time Emmy Award-winning studio, we push the boundaries of storytelling across traditional screens, and emerging platforms.

The Role

We are seeking a highly organized, proactive, and seasoned Executive Administrator to partner with and support our executive leadership team. This is not an entry-level administrative role; we are looking for a mid-level professional who goes beyond managing schedules to actively optimizing our executives’ time, anticipating studio needs, and acting as a culture champion.

The ideal candidate possesses exceptional emotional intelligence, a high degree of confidentiality, and a proven track record of managing complex operations in a fast-paced, creative, or tech environment. You will be the glue that connects our executive team to the rest of the studio, ensuring seamless daily operations.

Key Responsibilities

• Proactive Calendar & Time Management: Own and strategically manage complex, rapidly shifting calendars for multiple executives. Anticipate scheduling conflicts, prioritize high-value meetings, and protect executive focus time.
• Meeting Lifecycle & Governance: Prepare executives for daily and weekly schedules by gathering agendas, briefing materials, and context in advance. Attend key leadership meetings to take high-level notes, track action items, and ensure cross-functional accountability.
• Operational & Project Support: Lead or assist with special administrative projects across the studio. This includes coordinating company-wide events, offsites, pitch presentations, and team-building initiatives.
• Executive Communications: Draft, proofread, and manage high-level internal and external correspondence. Act as a professional gatekeeper, managing requests from partners, investors, and internal teams with diplomacy and tact.
• Travel & Expense Management: Independently plan and execute seamless, end-to-end domestic and international travel itineraries. Manage expense reporting, budget tracking, and vendor invoicing for the executive suite.
• End-to-End Offsite Management: Own the full lifecycle of studio-wide offsites, from site selection and budget management to agenda tracking and vendor negotiation. You will partner with leadership to design impactful experiences that blend strategic planning sessions with team-building activities.
• Studio Culture & Workplace Operations: Collaborate with HR and Operations to ensure the physical/virtual studio environment reflects Baobab’s collaborative culture. Welcome high-profile guests, clients, and talent to the studio.

Qualifications & Experience

• Experience: 3-5 years of professional administrative or executive support experience, preferably within animation, entertainment, gaming, tech, or a creative agency.
• Technical Savvy: High proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Zoom, Slack, and project management tools. Comfort learning new software quickly is a must.
• Problem-Solving Skills: Strong critical thinking and a “find a way” mentality. You don’t just identify a problem; you bring 2 or 3 viable solutions to the table.
• Communication: Exceptional verbal and written communication skills. You can write professionally on behalf of executives and communicate confidently with everyone from interns to board members.
• Adaptability: Proven ability to thrive in a fluid, creative, and fast-paced startup environment. You are unfazed by sudden shifts in priorities.
• Discretion: Absolute integrity and demonstrated success handling highly sensitive, confidential, and proprietary studio information.

Bonus Points If You Have:

• Experience with AI tools.
• A deep passion for animation, storytelling, or gaming.
• Experience working in a hybrid office setup.
• Graphic design or slide deck creation skills (Keynote/Google Slides).