Executive Assistant

OVERVIEW

The Executive Assistant will be responsible for managing a variety of Leadership team (11 members) and overall Trade School agency needs. This position requires the ability to anticipate needs, work autonomously, think critically and proactively, and offer strategic solutions to problems with a high level of professionalism and confidentiality. You will provide administrative support to ensure our executives and leadership team operate in an efficient manner with external clients and partners, as well as internal coworkers and teams. You will interface with a variety of internal and external audiences, representing the Trade School brand and values.

RESPONSIBILITIES

Executive and Leadership Team Administrative Support

• Support Executive team in-office needs when working onsite
• Complete expense reports for all Leadership team members in a timely manner
• Work with GBG Executive/Leadership team to schedule cross portfolio meetings for Trade School leadership and executives
• Lead all calendering, prep, and meeting management of all-staff events
• As needed, create, proofread, and edit meeting documents
• As needed, provide high level calendar management for Executive team, prioritizing inquiries and requests while troubleshooting conflicts
• Book travel for Leadership Team, as needed
• Gift ordering/shipment for client gifts and employee relations

Office Services / Events Support

• Support in-office events at Trade School (internal and external)
• Work with GBG Office services team to schedule cleaning, ensure snacks/drinks are appropriately stocked, offices (both Trade School workshop and Trade School Studios) are tidy, clean, and presentable for guests
• Coordinate setup/prep with IT/AV
• Lead all food setup/catering prep and clean up
• Manage security/alarms/guest list with GBG Facilities Director
• Office management needs
• General tidiness and aesthetics
• Be available as needed onsite to receive/ship mail and packages
• Managing service appointments/needs in partnership with GBG Facilities Director
• Organization, inventory management, and displays of Trade School Swag

Trade School Culture Support

• Support planning and execution of company events and culture initiatives, such as Lunch Tables, Holiday events, monthly happy hours, and others (planning, budget management, calendering, setup, clean up, expense reports, etc.)
• Support management of NailedIt awards program
• Support L$NCH money incentive distribution, as needed

QUALIFICATIONS

• Highly organized, ability to prioritize, and ability to manage up to multiple stakeholders
• Excellent communication and facilitation skills, both written and verbal
• Solutions oriented, proactive, ability to think on your feet, and be flexible/plan for changes
• Sense of urgency and follow through on deadlines
• Experience handling confidential and/or time-sensitive information with ease and professionalism
• Proficiency in Google Workspace
• Atlanta-based, with the ability to be on-site at Trade School work spaces as frequently as needed; ability to run local errands; physical ability to move boxes, set up for events, etc.

At least 5+ years professional experience; preferably experience in supporting executives and/or leadership teams in tech, media/entertainment, advertising

This is an Atlanta-based Hybrid role. You will be required to be in the office anywhere from 1 to 3 days per week depending on team needs.

Trade School