Job Description

Opportunity: 

We are seeking an Office Coordinator/Executive Assistant to take full ownership of office management and provide high-level executive support. This role is critical in maintaining an organized, efficient, and well-managed workspace while ensuring that executive leadership can focus on strategic priorities. The ideal candidate is highly detail-oriented, proactive, and capable of handling multiple responsibilities independently in a dynamic work environment. 

Key Responsibilities:

Office Management & Operations

• Oversee daily office operations to maintain a functional, organized, and professional workspace.
• Implement office processes and organization systems, including supply tracking, vendor coordination, and facility management.
• Ensure both office locations operate efficiently and consistently.
• Act as the primary point of contact for office-related concerns, including facilities, maintenance, and team workspace needs.
• Manage vendor relationships and contracts, ensuring smooth service from IT providers, facility vendors, and suppliers.
• Maintain workspace readiness, ensuring meeting rooms, communal areas, and office supplies are well-stocked and properly managed. 

Executive Support 

• Manage calendars and coordinate high-level scheduling for executives, ensuring efficient time management.
• Handle executive correspondence, screening and directing communications as needed.
• Prepare meeting agendas, briefing materials, and summaries to keep executives informed and prepared.
• Organize travel arrangements, ensuring all itineraries, accommodations, and logistics are seamlessly coordinated.
• Support document and file management, maintaining organized records for executive reference. 

HR & Administrative Coordination 

• Assist with new hire onboarding, ensuring workspace setup, technology access, and office integration are seamless.
• Maintain HR-related office procedures, supporting policy implementation and team coordination. 
• Facilitate internal communications related to office operations, policies, and workplace updates.
• Oversee office attendance tracking and support HR administrative processes as needed.
• Address office-related IT and facility issues, coordinating with vendors to resolve issues efficiently. 

Process Improvement & Technology Management 

• Identify and implement workflow improvements to enhance office efficiency and daily operations.
• Utilize project management tools (monday.com) and CRM systems (HubSpot) to track tasks and ensure operational transparency.
• Provide basic IT troubleshooting and vendor coordination for office technology needs.
• Document and maintain office processes and operational best practices, ensuring a structured and scalable approach to office management. 

Qualifications & Requirements 

• Bachelor’s degree in Administration or a related field.
• Preferred experience in office management, executive support, or operations coordination.
• Exceptional organizational and multitasking skills, with the ability to manage multiple priorities efficiently.
• Strong written and verbal communication skills, with a professional and proactive approach.
• Proficiency in Microsoft Office Suite, project management software (monday.com), CRM (HubSpot), and AI tools (Open AI).
• Ability to work independently, anticipate needs, and take initiative in solving problems.
• Experience managing vendors and overseeing office logistics is preferred. 

Success Indicators 

• Office operations run efficiently without executive oversight.
• Office supplies, organization, and cleanliness are proactively managed.
• Executive schedules are managed seamlessly, and meetings are well-prepared.
• New hires receive structured onboarding support related to office setup.
• Vendor and IT issues are addressed promptly to minimize disruptions.
• Office processes are continuously improved to enhance efficiency. 

Who We Are: 

Hollywood Branded is NOT your traditional agency. We rock at building branded pop culture - driven partnerships through Product Placement, Celebrity Endorsement, and Influencer Marketing for clients all over the world. We believe content creators and brands tell better stories together, and we want to revolutionize how the world approaches building branded partnerships.

We are fixated on how to do things better, and to constantly improve. Our agency culture is driven by education, learning, doing, and teaching. Our core belief is that by helping an individual grow, we will grow the agency and increase in turn how impactful we can be for our clients. 

HB Benefits & Perks:

• Annual Salary Range from $58,800 - $72,800, depending on experience and qualifications.
• Flexible PTO
• Insurance – Medical, Dental, & Vision
• 401(k)
• Monthly tech stipend
• Yearly profit-sharing bonus
• Annual retreat to cool places
• Stocked office kitchen
• The opportunity to learn, contribute and grow
• Transparent salary schedule
• And more!!! 

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