Executive Assistant - Thinkingbox

The Opportunity

About the role

We are looking for an organized, positive, and proactive Executive Assistant for our Salt Lake City office. As the face of the office, you’ll support senior leadership, keep day-to-day office operations running, coordinate internal initiatives, and help foster a connected, engaging workplace. This role is perfect for someone who thrives in a fast-paced creative environment where priorities evolve quickly.

Responsibilities

• Assist with managing calendars and scheduling for the Chief Operations Officer and Chief Creative Officer
• Coordinate calendars, travel, meetings, and follow ups, proactively adapting plans as priorities and schedules change
• Aid leadership with research and administrative tasks
• Greet all visitors and serve as the first point of contact for the office
• Answer phones and manage incoming/outgoing mail and packages
• Maintain a clean, organized, and well stocked office environment
• Cook up with vendors including cleaning services, suppliers, and building contacts
• Aid with onboarding tasks such as desk setup and office access
• Support multiple internal projects simultaneously, ensuring work continues to move forward even as priorities shift
• Help prepare documents, presentations, and meeting materials
• Collaborate across departments on assigned projects
• Champion a positive and connected office culture
• Plan and execute office events, team lunches, social gatherings, and holiday celebrations
• Coordinate industry related outings and community engagement activities
• Partner with the People and Culture team on company programs
• Support expense tracking
• Order office supplies and equipment
• Handle general administrative tasks as needed

Requirements

You're comfortable making judgment calls, adapting on the fly, and keeping multiple initiatives moving without losing sight of the details. Friendly, professional, and people focused. Strong multitasker with the ability to prioritize and stay ahead of needs. Excellent written and verbal communication skills. Proactive problem solver who takes initiative. Comfortable working in an environment where priorities can change quickly while maintaining accuracy, professionalism, and follow-through. Experience in office coordination or administrative roles preferred. Experience supporting executives is an asset. Experience in any of the following environments is considered a strong asset: Creative, advertising, or production agencies Film, television, commercial, or live event production High-growth startups or entrepreneurial environments Experience as a Producer's Assistant, Production Coordinator, First Assistant Director (1st AD), Executive Assistant, or similar role where balancing competing priorities and coordinating multiple stakeholders was essential.

Qualifications

Experience in any of the following environments is considered a strong asset: Creative, advertising, or production agencies Film, television, commercial, or live event production High-growth startups or entrepreneurial environments Experience as a Producer's Assistant, Production Coordinator, First Assistant Director (1st AD), Executive Assistant, or similar role where balancing competing priorities and coordinating multiple stakeholders was essential.

Skills

Experience in any of the following environments is considered a strong asset: Creative, advertising, or production agencies Film, television, commercial, or live event production High-growth startups or entrepreneurial environments Experience as a Producer's Assistant, Production Coordinator, First Assistant Director (1st AD), Executive Assistant, or similar role where balancing competing priorities and coordinating multiple stakeholders was essential.

Benefits

On-site Mondays to Fridays
Flexible time off, including paid vacation and sick days
Consistent culture and team-building events
Employee recognition and incentive programs
Seasonal celebrations and gatherings throughout the year
Office lunches
Branded company swag
Access to industry events, learning opportunities, and non-profit outreaches
Dog-friendly offices
Unlimited coffee, drinks, and snacks
Flex work and travel options
Comprehensive extended health benefits
401k matching

Pay

Salary range will be based on factors such as internal equity, candidate experience, skills, and qualifications relevant to the role.

Schedule

On-site Mondays to Fridays

Additional Info

Equal Opportunity At Thinkingbox, we’re committed to creating an inclusive environment where everyone feels valued, heard, and empowered to thrive. We believe that diversity is our creative strength - it's the range of perspectives, experiences, and backgrounds that fuels our best ideas and most innovative solutions. We welcome and encourage applicants of all races, ethnicities, genders, identities, abilities, ages, sexual orientations, and backgrounds to apply. Your voice matters here.