Senior Executive Assistant / Office Administrator

Icon Media Direct, an innovating and growing marketing analytics/media buying company in the San Fernando Valley is seeking a seasoned Senior Executive Assistant / Office Administrator to partner closely with the CEO and leadership team. In this role, you will blend high-level executive support with ownership of day‑to‑day office operations in a fast-paced, in‑person environment. About the Company This is a workplace that emphasizes authenticity, ownership, and true partnership. Team members are invested in collective success, step in to help each other, and stay with projects until the work is genuinely complete. People who flourish here are steady, solutions-focused, and take real pride in producing high-quality work alongside colleagues they respect. About the Role The person in this position keeps the executive agenda moving and the office running smoothly. You will manage complex calendars and meetings, coordinate and travel, oversee vendor and facilities needs, and ensure follow‑through on key initiatives and commitments. This opportunity is ideal for a career EA who enjoys working with a founder, operates with a high degree of discretion, and is energized by managing multiple priorities with minimal oversight. Key Responsibilities Ensure the CEO stays ahead of what is coming next by surfacing key priorities, upcoming commitments, critical deadlines, and potential conflicts before they arise. Own complex calendar management for the CEO and other senior leaders, including cross‑department scheduling, time zone coordination, and use of virtual tools such as Zoom and Microsoft Teams. Serve as the primary liaison for the CEO and executive leadership, handling interactions with employees, clients, vendors, and external partners with professionalism and discretion. Handle all travel arrangements for executives and company needs, securing flights, hotels, ground transportation, and detailed itineraries, and revising plans when circumstances change. Lead the smooth daily running of the office and facility, taking ownership of vendor selection and oversight, coordinating repairs, maintenance and improvements, managing supplies and sundries. Create and maintain organized systems for managing confidential and sensitive information, across both digital and physical records. Plan and support high‑impact meetings: prepare agendas, gather materials, capture key points, and track follow‑up items through completion. Design and execute internal events such as all‑hands meetings, office celebrations, volunteer activities, and offsite gatherings that foster connection and engagement. Manage executive expense reporting from start to finish, ensuring submissions are timely, accurate, and properly documented. Participate in internal and external meetings as needed, distilling conversations into clear summaries and action items with owners and timelines. Provide hands‑on support for special projects led by the CEO and leadership team and take on additional responsibilities as organizational needs evolve.

Qualifications:

7+ years of direct experience supporting C‑suite or senior executives in a high‑demand, fast‑moving environment. Demonstrated excellence in organization and time management, with a track record of managing multiple priorities and deadlines simultaneously. Significant experience coordinating complex travel and logistics for busy executives and groups. Hands‑on experience managing an in‑office environment, including vendors, events, stocking supplies, and office services. Comfort working independently, making sound decisions within established parameters, and staying closely aligned with executive direction. A proactive, solution‑oriented approach and the ability to anticipate needs rather than simply respond to requests. Strong written and verbal communication skills, with a professional and polished presence. High level of discretion, integrity, and sound judgment when handling confidential information and sensitive situations. Ability to work effectively with a wide range of personalities and communication styles. Advanced use in Microsoft Office (Outlook, Word, Excel, PowerPoint) and ease with modern virtual meeting platforms such as Teams and Zoom. Additional Details Commensurate with experience and scope of responsibility. On‑site role with a minimum in‑office presence of four days per week. Employment is contingent upon successful completion of background checks and verification of application information. The organization is proud to be an Equal Opportunity Employer.

Pay:

$80,000.00 - $95,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off

Work Location:

In person