[SMOSH] Executive Assistant

We are seeking a highly analytical and solutions-driven Executive Assistant to support our executive leadership team in the dynamic world of YouTube and digital content. Reporting to the CEO while also supporting the EVP of Production and EVP of Programming, this role requires a proactive approach to optimizing executive workflows, streamlining communication, and enhancing operational efficiency.

Ideal candidates will be logically driven, detail-oriented, and autonomous problem solvers who can independently manage complex schedules, anticipate needs, and implement structured solutions in a high-paced creative environment.

Core Competencies

• Precision & Organization: Highly structured approach to managing schedules, priorities, and executive workflows with an eye for efficiency.
• Autonomous Problem-Solving: Takes initiative to analyze challenges and implement logical, creative solutions with minimal oversight.
• Process Optimization: Continuously improves administrative systems, enhancing accuracy and streamlining operations.
• High-Level Communication: Ensures seamless executive communication by structuring information flow, tracking key deliverables, and managing inquiries with discretion.
• Data-Driven Decision Making: Utilizes critical thinking and analytical skills to identify inefficiencies and optimize processes.

Key Responsibilities
Schedule & Calendar Management

• Maintain highly detailed, conflict-free calendars for the CEO and EVPs.
• Analyze meeting structures to optimize time allocation and increase efficiency.
• Coordinate across departments to ensure seamless scheduling and alignment with company priorities.

Administrative & Operational Support

• Order lunches, coffees, and supplies as needed.
• Develop structured, repeatable processes for handling administrative tasks.
• Reconcile CEO & EVPs credit card statements monthly with meticulous attention to compliance and documentation.
• Manage data tracking, reporting, and document preparation to support executive decision-making.

Meeting & Travel Coordination

• Ensure all meetings are goal-oriented, well-documented, and actionable.
• Track and manage meeting follow-ups, proactively driving accountability for key deliverables.
• Organize company wide meetings, including coordinating with the operation’s team to schedule and tracking completion of team deliverables
• Coordinate efficient, cost-effective travel arrangements with a strategic approach.

Task Management & Communication

• Serve as a central hub for executive priorities, tracking tasks and ensuring alignment with high-level goals.
• Develop systems to prioritize and escalate key communications while filtering out distractions.
• Implement structured reporting mechanisms for executive decision-making.

Process Improvement & Initiative Support

• Identify and implement process optimizations that improve team efficiency.
• Assist with high-impact special projects, ensuring structured execution and timely delivery.
• Support data analysis and research for executive initiatives.

Preferred Qualifications

• Proven experience in an Executive Assistant or similar operational role, preferably in tech, media, or entertainment.
• Exceptional analytical and organizational skills, with a process-driven mindset.
• High autonomy and ownership, thriving in environments that require problem-solving and self-direction.
• Advanced proficiency with scheduling, workflow automation, and productivity tools (e.g., Google Workspace, Monday.com, etc.).
• Strong understanding of production workflows, creative teams, and managing tight project deadlines in a fast-paced environment.
• Strong ability to communicate technical or complex information clearly to multiple stakeholders.
• Interest in new media, digital content, and technology-driven industries.