Executive Assistant

Reports to: People Operations Director

We are OK COOL. Strategic and (very) creative partners to the world’s leading brands. Built for social, targeting Gen Z and young millennials. Campaigns, content, creators. Global af. Our clients include some of the biggest, best brands on the planet.

We’re looking for an Executive Assistant to ensure the OK COOL US management, people operations, and internal systems run seamlessly day to day supporting the client work and employees, enabling smooth processes, and contributing to a connected, well-organized, and positive agency culture. This role requires EST hours, and our ideal candidate is east coast or NYC-area based. Role is remote-first, with occasional in-person tasks and gatherings for NY area-based team members

**Your responsibilities include but are not limited to:** Management Team Assistance

• Operate as CEO’s Executive Assistant, responsibilities include:

• helping coordinate meetings and calls, interfacing via email with prospects/clients/partners etc. for calendar management

• Booking travel, entertainment, and other functions, including handling expense reports.

• Support Management with administrative tasks, including:

• timesheet set up, support and entry support
• expense reports
• coordination support for team initiatives, meet-ups, office usage etc.

Agency Administration

• Book company travel (flights, accommodation, transport) ensuring best value and smooth experience for staff
• Manage travel arrangements and documentation for employees
• Support internal IT queries and coordinate basic IT asset management (devices, access issues, equipment tracking)
• Book agency-wide meetings and events (e.g. Friday wrap, town halls, internal sessions)
• Support ad hoc administrative requests across all departments
• Serve as day to day contact for facilities team at partner agency office to support OK COOL’s use of partner agency’s mailing address, studio, office and desk space
• Book couriers for onboarding, production or agency-wide requirements

People / HR Administration

• Communicate with Residence to maintain employee records and update HRIS systems accurately and confidentially
• Schedule interviews and coordinate recruitment calendars
• Support onboarding and offboarding processes including equipment and access setup
• Organize monthly department or team meetings
• Book and support delivery of internal events, team moments, events, socials, and engagement initiatives

**Relevant experience:**

• Previous experience in an office support, administrative, HR assistant, or coordination role (agency or creative environment preferred)
• Exposure to HR administration, recruitment coordination, or office operations highly beneficial
• Experience handling confidential information and employee documentation

**Required skills:**

• Highly organized with strong attention to detail
• Excellent communication and interpersonal skills
• Ability to multitask and prioritize in a fast-moving environment
• Proactive mindset anticipates needs before they arise
• Comfortable working across multiple teams and personalities
• Resourceful and solutions-oriented- you figure things out without waiting to be told how
• Confident with HR systems, spreadsheets, and booking tools
• Discretion when handling sensitive employee information

**What’s in it for you:**

• $85,000 – $120,000 annually, commensurate with experience. Salary will vary based on location and candidate profile
• Comprehensive healthcare benefits and participation in a 401(k) program with employer matching
• Summer Fridays
• Work with world-class brands and some of the smartest creatives in the game
• A flexible, supportive, and inclusive workplace culture

**About OK COOL:** OK COOL is a culture-first creative agency with teams in London, New York and Sydney. We specialize in social-native storytelling blending strategy, creativity and creator partnerships to help brands show up authentically where culture actually happens.

We’re a collective of strategists, creatives and tastemakers who don’t just follow the zeitgeist; we shape it. From insight-led campaigns to always-on content and paid social, we turn brands into culturally relevant voices that people want to engage with.

**Residence:** OK COOL is a company of the Residence network. Residence is a multidisciplinary network of companies with the shared vision of creating a thriving ecosystem…