Executive Assistant (Creative Operations)

Executive Assistant (Creative Operations)

This is a 12-month, full-time (40 hours / week), hybrid contract role located in Cupertino, CA.

Summary

We're looking for an experienced Administrative Assistant to support several senior managers within the Creative Operations team. This role serves as a key connector between multiple leaders, teams, and cross-functional partners, helping the organization run smoothly and efficiently. The ideal candidate is organized, resourceful, adaptable, and thrives in a fast-paced, creative environment.

Our Ideal Candidate

4+ years of experience supporting senior-level leaders or cross-functional teams in an administrative or coordination capacity

Passion for creative operations and organizational excellence, with a strong foundation in calendar management, communication, and coordination

Proficient in Apple Mail, Calendar, Keynote, Numbers, Pages, and collaboration tools such as Slack, Webex, and Quip

Familiar with the dynamics of creative organizations and distributed teams across multiple time zones

Skilled in collaborating with cross-functional teams and executive stakeholders

Able to work independently, manage shifting priorities, and problem-solve with minimal guidance

Flexible and adaptable to changing schedules and last-minute needs

Strong written and verbal communication skills with exceptional attention to detail and discretion

Collaborative mindset and comfortable being part of a larger administrative support network

Job Description

In this role, you will provide comprehensive administrative support to senior leaders and their teams within Creative Operations. You'll partner with executives, creative teams, and cross-functional partners to ensure smooth daily operations and effective coordination across offices.

This includes :

Managing complex calendars, prioritizing meetings, and adjusting schedules as needed

Coordinating domestic and international travel and processing expense reports

Taking meeting notes and helping drive follow-up action items

Organizing and communicating details for team meetings, off-sites, and events (on-site and virtual)

Liaising with executive assistants, site operations, and corporate events teams

Managing correspondence, team updates, and confidential materials with professionalism and discretion

Supporting ad hoc administrative tasks and initiatives that keep the team aligned and running efficiently

Education and Experience

Bachelor's degree or equivalent practical experience

Background in administrative support within creative, tech, or media environments preferred

Additional Requirements

This opportunity is located in Cupertino, CA and follows a hybrid onsite schedule. Candidates should be flexible to be onsite on Mondays and Fridays for special events or team needs.

The pay for this W-2 position is $58.32 per hour.

This position may be eligible for PTO, health and dental insurance, and 401(k) benefits upon meeting certain length-of-service and hours requirements.

Mathys+Potestio values applicants of all backgrounds and experiences. We do not discriminate based on race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and / or expression, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law.

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