Executive Assistant / Office Manager (Operations-Focused, In-Office)

Executive Assistant / Office Manager (Operations-Focused, In-Office)

We are seeking a highly organized, proactive Executive Assistant / Office Manager to support leadership and manage the day-to-day operations of a small, fast-paced studio. This is a full-time, in-office role (5 days/week).

This position is central to keeping the business running smoothly — overseeing administrative systems, supporting executives, managing office operations, and ensuring consistency, structure, and follow-through across the organization.

This role is best suited for someone who is detail-oriented, self-directed, and takes pride in building and maintaining operational structure within a growing business.

Key Responsibilities

Executive & Administrative Support

• Manage CEO calendar, scheduling, and travel coordination
• Coordinate meetings, agendas, and follow-ups
• Prepare correspondence, documents, and presentations
• Maintain organized digital files and administrative systems
• Track and manage licenses, subscriptions, insurance, and key documentation
• Provide personal administrative support to leadership as needed

Financial & Administrative Coordination

• Manage accounts payable/receivable administration
• Prepare invoices and track payments, communicate with clients
• Support bookkeeping processes in QuickBooks
• Assist with expense tracking, coding, and documentation
• Maintain organized records of contracts, W-9s, COIs, and compliance materials

Office Operations

• Oversee daily office functionality and studio readiness
• Manage supplies, inventory, and general upkeep
• Receive guests and maintain a professional environment
• Coordinate mail, deliveries, and courier logistics
• Maintain internal systems and operational workflows

Logistics & Sample Management

• Receive, log, organize, and distribute incoming materials and samples
• Coordinate outgoing shipments and tracking
• Maintain inventory and documentation of physical assets
• Support vendor paperwork, NDAs, RFQs, and administrative documentation

Qualifications

• 3+ years experience in executive support, office management, or operations
• Strong proficiency in QuickBooks, Google Workspace, and Microsoft Office
• Highly organized with excellent attention to detail and follow-through
• Comfortable managing multiple priorities in a fast-paced environment
• Self-directed and able to work independently with minimal oversight
• Experience in a small business, studio, or entrepreneurial environment preferred

Additional Notes

• This is a hands-on, operational role with broad responsibility across the business
• Ideal for someone seeking a long-term position with growth into expanded operations responsibilities

Compensation commensurate with experience.

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person