Executive Assistant/Office Manager, Wpromote

• 2-3 years of Executive Assistant (preferred) and/or office administrative experience
• Ability to maintain and protect confidential information with discretion, sound judgment, and professionalism
• Experience with executive-level support and calendar management involving rapidly changing priorities and problem-solving
• Experience with domestic or international travel management and expense reporting
• Excellent written and verbal communication skills, with the ability to interact effectively with executives, employees, clients, visitors, and vendors
• Strong organizational, prioritization, and attention-to-detail skills, with the ability to manage multiple competing priorities and seamlessly balance executive support and office operations in a fast-paced environment
• A proactive, service-oriented approach with strong professionalism, reliability, positive energy, and a willingness to support executives, office operations, and the broader team wherever needed
• Ability to work both independently and collaboratively across teams and functions
• Experience with Google Workspace
• Ability to perform physical tasks associated with office operations, including carrying boxes up to 15 pounds and walking up and down a flight of stairs

Desirable

• The Executive Assistant & LA Office Manager will provide high-level administrative support to four executives while overseeing the day-to-day operations of Wpromote’s Los Angeles headquarters office
• This hybrid role is critical to ensuring executive effectiveness, maintaining a seamless and welcoming office environment, and supporting overall employee experience and engagement
• Serving as a key partner to executives, internal teams, and external stakeholders, this individual will manage priorities, coordinate logistics, and help ensure office operations run smoothly and efficiently
• The ideal candidate is highly organized, proactive, detail-oriented, and able to handle confidential information with discretion and professionalism
• They thrive in fast-paced environments, can seamlessly balance executive support with in-office operational responsibilities, and bring a strong service-oriented mindset to every interaction
• While Wpromote is a remote-first company, this role requires a consistent in-office presence at our LA headquarters on a fixed schedule of Monday from 10:00 a.m. to 2:00 p.m. and Tuesday through Wednesday from 8:30 a.m. to 4:00 p.m
• Flexibility is also required for additional on-site support, including earlier mornings for client meetings and breakfast setup, as well as occasional after-hours events
• This role reports to the Executive Business Partner
• Executive Assistant
• Providing proactive calendar management and administrative support for four executives, aligning schedules and priorities to support business needs
• Partnering with Executive Assistants and the Executive Business Partner to coordinate timelines, schedules, and key deliverables across the executive and senior leadership team
• Managing domestic and international travel logistics, including itineraries, accommodations, transportation, and executive event coordination
• Overseeing expense reporting, reimbursements, and purchase order processing
• Coordinating meetings and events, including board meetings, leadership onsites/offsites, client visits, and company events
• Serving as a liaison between executives, employees, clients, and stakeholders, helping manage communications, priorities, and follow-through
• Partnering with Talent Acquisition by scheduling candidate interviews with executives as needed
• Leading and supporting special projects, executive logistics, and operational initiatives that add value to the organization
• Attending meetings as needed to capture notes, track action items, and support follow-up execution
• Maintaining document repositories and support organization of executive materials and presentation
• Office Management
• Overseeing office services and ensuring day-to-day operations, processes, and procedures run efficiently and seamlessly across Wpromote’s LA headquarters
• Opening the office and ensuring the space is set up, functional, and welcoming for employees, clients, vendors, and visitors
• Partnering with building management to submit work orders, activate keycard access, and provide parking access as needed
• Ordering, receiving, and unpacking deliveries for the office, including office supplies, food, and beverages, while maintaining appropriate inventory levels
• Ordering and setting up breakfast or lunch for in-person client and team meetings, and providing hands-on support for office and event logistics
• Planning engaging office events and team-building activities, including regular in-office programming and ERG-themed events, in partnership with internal stakeholders
• Maintaining the aesthetic integrity of the office, conference rooms, kitchen, and shared spaces, and helping drive employee foot traffic and engagement in the LA office
• Managing conference room calendars and office or desk booking for visitors, and assisting with other office operations projects as needed in support of Wpromote’s hybrid, remote-first environment
• Providing support on in-office days Monday through Wednesday during the fixed onsite schedule, while remaining flexible for earlier meeting setup and occasional after-hours events as business needs require
• Multitasking across Executive Assistant and Office Management responsibilities during in-office days to ensure both executive support and office operations are handled effectively