Executive Assistant

We are in need of an experienced Executive Assistant to work alongside our Studio Director and Studio Manager at our growing game studio, Heart Machine. You will be expected to perform a range of tasks, including administrative tasks, handling urgent needs, providing office management support, and tracking statuses and deadlines on long term projects. An ideal candidate is positive, responsive, thoughtful, self-directed, and in search of a dynamic role as part of a growing team.

Responsibilities

  • Perform administrative, secretarial, and some clerical support to the Studio Director and Studio Manager

  • Organize meetings, manage calendars, compose e-mails, generate and revise correspondence, draft memos, and track both business and personal calls and meetings for the Studio Director

  • Prepare, review, and maintain reports and/or special projects, which may include data collection, final copy preparation and distribution, KPI, etc.

  • Assist the Studio Director and Studio Manager in recruitment, employee on-boarding, and comprehensive record keeping

  • Assist with adherence to regulatory, departmental and company policies in an ethical manner

  • Communicate with team leads on behalf of the Studio Director, and assist with project management

  • Perform minor book keeping duties

  • Book travel and accommodations when necessary

  • Run errands outside of the office, such as deliveries, mail drops, and purchasing supplies

  • Organizing catering when necessary

  • General office management, such as making coffee, refilling supplies, and assisting in maintaining a clean office environment

Qualifications

  • Candidates must have 2+ years of experience as an Executive, Administrative or Personal Assistant

  • Comprehension of office management systems and procedures

  • Confident, proactive, and persistent when necessary

  • Ability to work independently, multi-task, prioritize, and problem solve with minimal supervision in a fast-paced team environment

  • Advanced knowledge of Google and Microsoft Office programs (emphasis on Excel)

  • Technically capable - can work with a variety of operating systems and software

  • Detail oriented with strong organizational and analytical skills

  • Extraordinary written and verbal communication skills

  • Maintain a high degree of professionalism with all contacted while performing job duties

  • Maintain a positive attitude and willingness to work with all team members

  • Must be able to professionally handle sensitive information and maintain complete confidentiality

Heart Machine Offers*

  • Competitive pay through bonus structures

  • Medical, dental, and vision coverage

  • 401k

  • Paid vacation, holiday, and sick leave with flexibility in timing

  • Paid parental leave

To Apply

Send your application to jobs@heart-machine.com with the title "Executive Assistant".

Please include a link to or attach your resume in your email.

We are supportive of a diverse workforce and strive for inclusiveness. All qualified applicants will receive consideration for employment without regard to age, ancestry, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, protected veteran status, race, religion, or any other characteristic protected by applicable laws, regulations and ordinances.

*Benefits and perks listed may vary depending on the nature of your employment with Heart Machine and state or country in which you work.