Executive Assistant and Office Manager - Oxford Road
Sherman Oaks, CA
About the Job
Job Title: Executive Assistant and Office Manager
Oxford Road is the world’s premier ad agency for podcast and other forms of audio. We help companies we truly believe in grow through the proper planning, buying, creative, measurement, and optimization of campaigns. If you’re passionate, tenacious, precise and want to join a purpose driven company,, we want to talk to you.
Location: Sherman Oaks, CA
The role in a nutshell:
As the Executive Assistant and Office Manager, you will play a pivotal role in supporting our CEO and other senior leadership members in managing their daily tasks and ensuring the smooth operation of our office. This role demands a proactive and organized individual who can thrive in a fast-paced environment while maintaining confidentiality and meticulous attention to detail. Works independently of the executive on routine administrative matters. Given complex calendaring and heavy travel planning, you are expected to be a masterful problem-solver and an organizational force. Additionally, you will have exceptional communication skills and be resourceful in building relationships across the organization - this entails being personable and approaching others with humility while driving action and having relentless follow-up and follow through
Your Skills/Preferred Qualifications
3+ years of experience in executive support, event planning, and office management.
Bachelor's degree or equivalent experience
Excellent organizational and multitasking skills
Strong communication and interpersonal abilities
Proficiency in Google Drive, Zoom, and calendar management tools
Ability to handle confidential information with discretion
Flexibility to adapt to changing priorities
Resourceful and efficient problem-solver
What your day looks like:
Executive Support:
Manage calendars for the CEO, professional and personal, as needed
Coordinate all stakeholders for onsite and offsite executive meetings
Prepare CEO for upcoming meetings and help with follow up items
Organize CEO’s to-do list, providing daily and weekly updates
Screen communication in and out of CEOs' offices
Managing tight deadlines and daily communication with high-level clients
Coordinate travel arrangements and provide detailed itineraries
Prepare expense reports, manage recurring company expenses as directed by CEO
Assist with professional and personal errands and tasks, including client gifts and selecting meeting venues
Make sure documents and totals are up to date and accurate
Think and plan several steps ahead
Save CEO time in any and every way possible
Office Management & Operations Support:
Manage office supplies and ensure proper stock levels
Maintain common areas and ensure office decor and foliage upkeep
Manage food service requests for meetings
Handle building requests and liaise with vendors
Greet guests professionally and oversee parking access
Receive and ship packages
Manage office access permissions and desk-booking software
Plan, execute and oversee logistics of company-wide meetings (Mission, Town Hall, Anniversary, Holiday, team-building events, birthdays and office celebrations)
Company Culture and Cross-Departmental Support:
Assist with special projects and presentations, including research
Collaborate with HR to assess and improve cultural practices
Support event planning efforts and conduct research project
Coordinate team’s travel for offsites and organize RSVP lists
Work in conjunction with HR to maintain the company calendar
Coordinate communications on people changes with HR and management
Manage company perks
Special Projects, and Internal and External Events Support:
Assist with company communications such as The Influencer and PR-related efforts
Take on special projects as needed, including creating presentations, proofreading, editing, and overseeing design work
Manage event budgets, including forecasting and negotiating with vendors
Coordinate photography and videography needs for all official company events, evaluate when professional vs. in-house resources are needed, and review and file photos
Conceptualize and execute routine team bonding events, including holiday parties, virtual parties, and other company events
Source and manage event planners
Plan and produce successful Annual Anniversary celebration
Join us in our mission to re-imagine our industry through the work we do for clients. If you're a proactive and detail-oriented professional looking for a challenging yet rewarding opportunity, we'd love to hear from you.
Benefits
Unlimited PTO. We go out of our way to take care of our people
Health, Dental, and Vision Insurance on Day 1
Competitive 401k Matching Program
Remote-first company with full remote equipment setups
Exclusive discounts with clients
Oxford Road is proud to be an Equal Opportunity Employer. It is our commitment to provide equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy, childbirth, or related medical conditions), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.