Executive Assistant

We are Cloud Chamber: a collaborative team of inspired minds who create games together. We strive to make unique, entertaining, and thoughtful game experiences that engage the world.  We believe in the beauty and strength of diversity, in both the makeup of the studio and the nature of our thinking.  Our focus on open communication and overall well-being allows each of us to strive for excellence in our work, and happiness in our lives. We’re currently making the next BioShock. Our passion and love for this iconic franchise is what brought us together. The thrill and responsibility of creating the next iteration of such a beloved game is what keeps us going. If all of this sounds as exciting to you as it is to us we’d love to meet you. Join us in creating worlds that move people.

SUMMARY: 

In this role,  the Executive Assistant is responsible for ensuring the executives’ day-to-day operations run seamlessly by managing their schedules, coordinating communications, and facilitating efficient workflows. This position requires excellent communication and organizational skills, the ability to multi-task and be proactive and professional, maintain confidentiality, adapt in a fast-paced environment, and maintain a collaborative approach to problem-solving.

Key responsibilities include calendar management, travel arrangements, meeting preparation, and collaborating closely with internal and external stakeholders. In addition to handling administrative tasks such as expense reporting and document management, the Executive Assistant will also be responsible for and support a team of administrative professionals, ensuring alignment, workload balance, and high-quality service delivery. This role will contribute to special projects and cross-functional initiatives while helping to drive operational efficiency across the broader admin function.

JOB RESPONSIBILITIES:

• Calendar Management
  • Coordinate and maintain sophisticated calendars, scheduling meetings, appointments, and travel arrangements across multiple time zones.
  • Anticipate scheduling conflicts and proactively resolve them.
• Expense Management
  • Prepare, submit, and reconcile expense reports for executives in a timely manner.
  • Monitor and track budgets assigned, ensuring compliance with company guidelines.
  • Assist with expense-related inquiries.
• Meeting Attendance, Preparation and Follow-up
  • Prepare agendas, presentations, and materials for meetings.
  • Record meeting minutes and supervise follow-up actions as required.
  • Attend meetings with internal Executive Assistant partners as needed.
• Travel Coordination
  • Arrange domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
  • Ensure all travel plans align with company policies and preferences.
• Communication and Liaison
  • Act as the primary point of contact for the executives, screening meeting requests, emails and phone calls as needed.
  • Facilitate communication between executives, internal teams, and external partners.
  • Work with other EAs within the organization to coordinate between the executive staff.
• Office Operations and Special Projects
  • Support special projects and initiatives as advised by the executives (off-sites, town halls, division events, etc.)
  • Provide additional administrative support as needed to ensure the smooth operation of executive priorities.
• Administrative Team Oversight
  • Provide guidance, direction, and daily support to the broader admin team.
  • Coordinate team priorities, workload distribution, and performance expectations.
  • Foster collaboration, professional development, and standard processes within the admin function.

KNOWLEDGE AND SKILLS:

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Ability to maintain discretion and handle confidential information.
• Adaptable, with a proven track re