Executive Administrative Assistant

Executive Administrative Assistant / Office Administrator

Image Engineering was founded as a company that pushes boundaries, develops new ideas through design and fabrication, and is a leader in the visual display and special effects industry. We are comprised of a team of artists, engineers, event producers, fabricators, and creative thinkers.

We have worked all over the United States completing over 500 projects in the field of creative multimedia shows for clients such as Rihanna, Jay Z, Tiesto, Lady Gaga, America's Got Talent, and multiple professional sports franchises in the NFL, NBA, and NHL. We have also created permanent and temporary interactive installations for world-class venues including the Staples Center, The John F. Kennedy Center for the Performing Arts, and The Walt Disney World.

The Executive Administrative Assistant / Office Administrator serves as a central support hub for the Executive Team while overseeing the smooth daily operation of the office. This role blends high-level executive support with essential administrative, reception, and office coordination duties to ensure efficiency, organization, and a positive workplace experience. The ideal candidate is highly organized, detail-oriented, professional, and able to thrive in a fast-paced, creative environment.

Executive Support

• Manage and coordinate executive calendars, meetings, and scheduling needs.
• Assist with preparing agendas, meeting materials, presentations, and follow-ups.
• Coordinate executive travel arrangements, itineraries, and logistics as needed.
• Support expense report submission and tracking for executive team members.
• Maintain and update confidential files, documents, and executive reference materials.

Office Administration & Operations

• Serve as the primary receptionist: answer the main phone line, route calls, respond to inquiries, and complete customer intake.
• Greet visitors, clients, and vendors while ensuring proper check-in and a positive first impression.
• Maintain organization and general cleanliness of shared spaces including the lobby, meeting rooms, and common areas.
• Oversee general office supply inventory, ordering, and break-room stock.
• Assist with mail intake, sorting, and distribution across departments.
• Manage company badge assignment and access requests.
• Coordinate use and scheduling of shared conference rooms.

Administrative and Finance Support

• Support basic bookkeeping and data entry, including vendor bill entry, purchase orders, and invoice routing for Live Production Team
• Assist with company purchasing and coding for internal tracking.
• Help coordinate company travel needs for employees and project teams.

General Responsibilities

• Maintain a high level of confidentiality, professionalism, and discretion in all interactions.
• Follow administrative procedures, company policies, and executive directives.

Perform additional administrative duties and projects as requested by leadership.

Requirements

• High School Diploma or equivalent required; additional education in administration or business preferred.
• 2+ years of administrative, office, or executive support experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with office management or administrative software is a plus.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent verbal and written communication skills.
• Ability to handle sensitive information with integrity and discretion.
• Customer-focused, professional demeanor with strong interpersonal skills.
• Comfortable working in a fast-paced environment with shifting needs and deadlines.

Role Characteristics

• Highly detail-oriented and thorough.
• Adaptable and resourceful.
• Comfortable interacting with staff, leadership, and external partners.
• Proactive problem-solver able to anticipate needs before they arise.

Additional Requirements

• Must maintain a valid driver's license and be eligible for company-approved travel.
• Must be able to work flexible schedules to support executive and office needs.

Company Benefits:

• Aetna Health, Dental, & Vision Insurance
• Flexible Time Off Program
• Paid Holidays
• John Hancock 401(k) Retirement Plan
• Company-Paid Life Insurance
• Aflac Supplemental Insurance
• Robust Employee Assistance Program
• Dependent Care FSA Program
• CE Allowance
• ...and more!