Executive Assistant

About Thinkingbox

Thinkingbox is a dynamic agency specializing in crafting innovative digital, experiential, social, and content campaigns. We collaborate with top brands across industries like sports, gaming, entertainment, and technology. Our philosophy centers on creative minds leading the production process, ensuring quality and innovation. Our office culture promotes collaboration, enjoyment, and professional growth with unique opportunities such as exploring new environments to gain fresh perspectives.

Role Overview

We seek a highly organized, positive, and proactive Executive Assistant to join our Salt Lake City office. You will support senior leadership, manage daily office operations, coordinate internal projects, and nurture an engaging and cohesive work environment. This role is ideal for individuals who excel in fast-paced, creative settings adapting quickly to evolving priorities while maintaining attention to detail.

Key Responsibilities

• Manage calendars and schedules for the Chief Operations Officer and Chief Creative Officer.
• Organize travel, meetings, and follow-ups, adjusting plans as needed based on shifting priorities.
• Assist with research and administrative responsibilities for leadership.
• Serve as the initial point of contact by greeting visitors and handling phone calls, mail, and packages.
• Maintain an orderly, well-supplied office environment and coordinate vendor services such as cleaning and building maintenance.
• Support onboarding activities including workspace setup and access provisions.
• Coordinate multiple internal projects simultaneously, ensuring steady progress amid changing priorities.
• Prepare documents, presentations, and materials for meetings, collaborating cross-departmentally.
• Promote a positive office culture by planning events, social gatherings, team meals, celebrations, and community activities.
• Partner with the People and Culture team to support company programs.
• Assist with expense tracking, procurement of office supplies and equipment, and other administrative tasks as required.

Qualifications and Skills

• Friendly, professional demeanor with strong interpersonal skills.
• Excellent multitasking ability and prioritization to stay ahead of requirements.
• Effective written and verbal communication capabilities.
• Proactive problem-solving skills and self-initiative.
• Adaptability to shifting priorities while maintaining precision and professionalism.
• Previous experience in office coordination or administrative roles preferred.
• Experience supporting executives is advantageous.

Preferred Background

• Experience within creative, advertising, or production agency settings.
• Background in film, television, commercial, or live event production.
• Exposure to high-growth startups or entrepreneurial environments.
• Roles such as Producer’s Assistant, Production Coordinator, First Assistant Director, or Executive Assistant providing experience in managing competing priorities and multiple stakeholders.

Additional Information

• Work location: Onsite Monday through Friday.
• Flexible time off including paid vacation and sick leave.
• Regular culture-building and team events.
• Employee recognition and incentive programs.
• Seasonal celebrations and frequent office lunches.
• Company-branded merchandise and swag.
• Access to industry events, learning opportunities, and nonprofit initiatives.
• Dog-friendly office environment.
• Unlimited coffee, drinks, and snacks available.
• Options for flexible work arrangements and travel.
• Comprehensive extended health benefits and 401k matching.

Diversity and Inclusion

We are committed to fostering an inclusive workplace where all voices are respected and diversity is valued as a catalyst for innovation. We encourage applications from candidates of all backgrounds and identities.