Job Description

HOTOPP CREATIVE STUDIO is a multi-disciplinary design and creative studio leading the creation of an eclectic array of projects across the entertainment, attraction and experience design industries. At Hotopp we believe in authenticity and an organizational style built around “wide boulevards and high curbs”. That means a focus on teamwork, culture, behavior, and results over rules and regulations. We take pride in producing extraordinary creative outcomes but believe it’s the journey, not the destination, that matters and that if we are not having fun along the way then we are doing something wrong.

We are in need of a talented and full time Office Manager / Executive Assistant to join our team. This position will support the CEO and the entire office out of our Seattle location. The focus of this position is working with and through others, building and maintaining relationships, and working closely and accurately within established guidelines. There is a need for an effective communicator, someone who is able to stimulate and motivate others while being aware of and responsive to their needs and concerns. There will be many different people to meet and work with. The person in this position must be friendly and genuinely interested in the business, agenda, and needs of others, including the company, its management, the team, the company's customers, or all of the above. A persuasive, teaching style of communication is required to communicate the company's policies, programs, and systems. A faster-than-average pace will be the norm for this position. Detail work is a major focus of the job, and those details need to be handled quickly, correctly, and efficiently. This portion of the work will often focus on relationships with others; correct handling of details dealing with others is necessary to maintain and grow relationships. Following up on tasks is a must, but doing so closely and cheerfully is required to ensure both correct work and maintenance of the culture. Necessary corrections must be made in a constructive, supportive manner. As time is usually a factor, the work must be done on time, as well as correctly while working with and for others.

PRIMARY JOB DUTIES & RESPONSIBILITIES:

• Coordinate office activities and operations to secure efficiency and  ease of work for all associates.
• Manage agendas/travel arrangements/appointments etc.
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support budgeting and bookkeeping procedures
• Support hiring and interviewing process
• Support building and maintaining company culture through assisting in planning staff celebrations and events.
• Manage onboarding and offboarding of employees
• Create and update records and databases with personnel, financial and other data
• Submit timely reports and prepare presentations/proposals as assigned
• Assist colleagues whenever necessary
• Act as the point of contact between the CEO and internal/external clients/vendors
• Handle requests and queries appropriately
• Take meeting minutes and accurately enter data
• Monitor office supplies and research advantageous deals or suppliers
• Produce reports, presentations and briefs as necessary
• Develop and carry out an efficient documentation and filing system

This job profile is not intended to be an all-inclusive list of job duties and responsibilities, as one may perform additional related duties as assigned in order to meet the needs of the organization.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Ability to develop a strong understanding of the Hotopp brand and extend the brand knowledge to all marketing collateral.
• Excellent organizational and leadership skills
• Proven experience as an Office Admin / Executive Assistant
• Full comprehension of office management systems and procedures
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Excellent customer service skills and experience working with vendors and other external customers.
• Discretion and confidentiality
• High school diploma: BSc/BA in office administration or relevant field is preferred
• Proficient with Microsoft Office (Word/Excel/PowerPoint/Outlook) and other communications-related software programs.

INTERESTED APPLICANTS SHOULD SUBMIT THE BELOW:

• Cover letter including a brief description of experience level and availability
• Résumé

HOTOPP OFFERS A COMPETITIVE BASE PAY WITH A FULL BENEFITS PACKAGE INCLUDING:

• Medical/vision/dental coverage
• PTO
• Paid Holidays
• 401k with matching
• Employer funded transit card

Company Description

Hotopp Creative Studio is a multi-disciplinary design and creative studio leading the creation of an eclectic array of projects. We are fun, creative, imaginative people from a variety of backgrounds who have come together to create cool stuff across the entertainment, attraction and experience design industries.