Executive Assistant & Co-Working Space Coordinator

CreatorIQ has earned the title of best companies to work for in multiple programs including BuiltIn LA and NY, was named a Leader by The Forrester New Wave™: Influencer Marketing Solutions, and recognized by G2 as a Leader, Best Customer Relationship, G2 Top 100 Fastest-Growing Products and rated 5 stars on Influencer MarketingHub.  We operate in a flexible work model that combines both in-person and remote work to boost collaboration, enhance innovation and adapt to individual work styles.

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Executive Assistant & Co-Working Space Coordinator

The Executive Assistant & Co-Working Space Coordinator provides high-level administrative and operational support to the CEO and CFO, while ensuring the seamless management of office facilities and logistics in support of the Chief People Officer (CPO).

In this role, you will provide executive administrative support while overseeing efficient operations within co-working spaces, ensuring team members have access to the information and resources they need. Rather than directly managing day-to-day office needs, this role is designed to foster self-sufficiency, stepping in to provide assistance when necessary. You will serve as a liaison between executives, internal stakeholders, and office management teams, driving clear communication and operational excellence across all functions.

This position reports to the Chief of Staff and provides primary support to the CEO, CFO, and CPO. Any additional support or projects for other members of the executive team will be considered on a case-by-case basis and approved by your manager. Additionally, this role may provide coverage for the Chief of Staff (CoS) or act as a proxy when needed to support executive operations and strategic initiatives.

The ideal candidate has a natural gift for administration, thriving on organization, structure, and executing operational tasks with precision. They are highly organized and adaptable, capable of seamlessly managing both executive support and office operations in a fast-paced environment. They excel at problem-solving on the fly, adjusting priorities as needed, and ensuring smooth day-to-day operations.

Key Responsibilities

Executive Support & Coordination

• Calendar Management: Assist in managing complex scheduling for executive leadership, prioritizing meetings across multiple time zones.

• Meeting & Event Coordination: Plan and coordinate internal meetings, leadership retreats, town halls, and company-wide events.

• Travel Logistics: Handle executive travel arrangements, including flights, accommodations, transportation, and detailed itineraries.

• Expense Management: Process and track executive and company expenses, ensuring compliance with finance policies.

• Purchase Orders: Create and process purchase orders (POs) as needed for executive and operational expenses, coordinating with finance and procurement teams.

• Project & Deadline Management: Support executives with meeting preparation, project tracking, and key deadline management.

• Stakeholder Communication: Act as a liaison between executives and key stakeholders, facilitating seamless communication.

• Cross-Functional Collaboration: Assist in coordinating communication and alignment between teams.
  

Co-Working Space Coordination

• Guidance & Support: Direct team members to relevant Notion pages for location-specific information, including booking conference rooms, obtaining day passes, and accessing key policies.

• Workspace Coordination: Track office usage, assist with contract renewals, and provide usage reports to HR for planning purposes.

• Financial Coordination: Work with Finance to ensure timely rent and utility payments for co-working spaces.

• Security & Access Management: Support team members with guidance on obtaining keycards or temporary access, ensuring they follow established procedures.

• Information Management: Maintain and update office-related resources in Notion, ensuring accuracy and accessibility.

• Office Logistics Support: Assist with wor