Executive Assistant & Business Office Manager - 11:11 Media

1111 Media is seeking an organized, proactive, and detail-oriented Executive Assistant / Business Office Manager to support our senior leadership team. This role will be crucial in ensuring the efficient operation of our business office, helping manage day-to-day administrative functions, and providing top-notch business support. The ideal candidate is a highly motivated individual with strong organizational and communication skills who can handle a variety of responsibilities in a dynamic work environment.

Responsibilities:

Administrative Support:

• Provide comprehensive support to senior leadership, including scheduling team meetings, managing calendars, and organizing business schedules.

• Assist with meeting preparation, taking notes, distributing agendas, and ensuring readiness for presentations.

• Coordinate travel logistics, accommodations, and meeting itineraries for senior executives.

• Handle personal and corporate gifting, thank-you notes, and acknowledgments on behalf of leadership.

• Sort, track, and distribute incoming mail and packages, ensuring timely handling.

Business Operations Support:

• Manage invoicing, budgeting, and payment processing for operational efficiency.

• Maintain accurate business contact databases and internal directories.

• Track and report expenses for business and travel-related costs.

• Create detailed run-of-show documents for travel, business events, and team meetings.

• Coordinate team events, off-sites, and retreats, handling all logistics and event planning details.

Qualifications:

• Must-Have Skills: Exceptional organizational skills, problem-solving ability, and prioritization capabilities.

• Proficiency in timekeeping, self-motivation, and the ability to keep projects on track.

• Clear and effective communication skills, both verbal and written.

• Demonstrated experience in managing complex calendars and event planning.

• Ability to work with financial information, including budgeting and expense tracking.

• Proven track record of discretion and trustworthiness in handling sensitive information.

Must-Have Experience:

• 3+ years of experience as an Executive Assistant or Business Office Manager, supporting senior leadership.

• Familiarity with office and event management tools (e.g., Google Suite, and project management software software).

• Experience in a media or creative industry is a plus. 

This role offers an opportunity to work in a dynamic environment, supporting visionary leadership in achieving our strategic goals. We are looking for someone who can hit the ground running, work autonomously, and seamlessly support a fast-paced team.