Office Operations Assistant

Westbrook is a mission driven company formed to empower artists to tell stories that connect the world.  At Westbrook Inc., we provide strategic, financial, legal, and other back-end support to our existing subsidiary companies (Westbrook Studios, Westbrook Media, Good Goods, Red Table Talk Productions, Inc., and Westbrook International), develop new business opportunities, and share our learnings, skills, and tools with new talent creating art and media across all major platforms. With Westbrook’s reach, expertise, and resources, we are poised to be a leader in the global, multiplatform content marketplace.  

Westbrook Inc is searching for an Office Operations Assistant who can prioritize the day-to-day operations for some of our executive leadership as well as manage daily office operations.. The ideal candidate has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently. Poise, articulate and professional communications are required. It’s an excellent opportunity for someone who is interested in learning various areas of the entertainment industry including operations, development, finance, business affairs, strategy and social impact.

This role will be in office Monday through Friday from approximately 9:30am-6pm.

What You’ll Do: 

• Proactively manage/coordinate daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars;
• Arrange and schedule numerous meetings; maintain and update calendar; determine importance of meeting requests and schedule accordingly; demonstrate flexibility, patience and persistence in routinely rescheduling meetings; 
• Greet guests, directing them to the correct waiting area and notify the internal team of arrivals as necessary.  Be a gatekeeper – assigning and checking for appropriate badges.  Administer any check-in technology, when available. Update building security and office team with pertinent information as needed. 
• Answer phones in a professional manner, screen, and route calls as necessary;
• Maintain front desks and conference rooms in a neat and presentable manner;
• Receive and route all incoming packages, mail, and correspondence.  Help with outgoing mail, packages, deliveries.
• Assist Office Team with special activities as needed (e.g., coordinating, scheduling, communication, set-up, breakdown, etc.) 
• Arrange travel and all accommodations including comprehensive and detailed itineraries; 
• Process reimbursement and expense reports in accordance with established policy guidelines; track expenses and follow-up in a timely manner; 
• Provide a bridge for smooth communication; demonstrate leadership to maintain credibility, trust and support with senior management staff and their immediate team; 
• Responsible for excellence in complex meeting/event preparation, set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink;
• Create and edit presentations, agendas, spreadsheets, communications, databases, and reports as needed/requested; 
• Prioritize and track deliverables, manage project timelines, deadlines and requests;
• Manage special projects as designated and assist other department members as necessary;
• Provide backup assistance for other EAs at the company.

Who You Are:  

• Previous experience maintaining executive’s phone, calendar, work and travel schedules using Microsoft Outlook and GSuite; 
• Strong interpersonal skills, including a professional phone manner and in-person presence;
• Proficient with Microsoft Office programs including Outlook, Word, and Excel with advanced knowledge of PowerPoint;
• Proficient with GSuite (e.g., docs, sheets, drive, calendar etc.);
• Proficient with Windows and Mac OS
• Ability to work with and maintain confidential information;
• Ability to understand priorities and adjust meetings and content appropriately.
• Desired Characteristics:
• A self-starter who is organized with strong decision-making capability, ability to follow through without supervision and strong emotional maturity.
• Adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Superior organizational and administrative skills with the ability to multitask and prioritize work.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Must have professional polish and ability to interface with high level executives.
• Highly resourceful team-player, with the ability to also be extremely effective independently.

The Successful Candidate Is: 

• An entrepreneur.  You get excited about building processes and procedures from the ground up; and you don’t need a ton of aid to get the job done. 
• A leader. You know how to inspire and motivate under your guidance, while also empowering learning and development. 
• A problem solver. You know how to skillfully engage in an analytical process to achieve the best possible solution; you’re not easily frustrated by obstacles - in fact, they energize you. 
• Direct and concise. You communicate effectively and with a situation-appropriate tone, whether over the phone, in person, e-mail, memos, presentations. 
• Kind. You treat others with respect regardless of circumstances; you are skilled at connecting with people and building interpersonal relationships. 
• Passionate. You are a creative spirit and storyteller excited by this business and how to expand it. 

Westbrook is proud to be an Equal Employment Opportunity employer. Westbrook believes that diversity and inclusion among our colleagues is critical to our success as a company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. All employment is decided on the basis of qualifications, merit, and business need. 

At Westbrook, we carefully consider a wide range of factors to determine a fair and equitable compensation package. Pursuant to state and local pay disclosure guidelines, the overall range for this role is $65,000 - $75,000 per year. This range is based on the total compensation package. The final offer amount will consider a wide range of factors in making compensation decisions, including, but not limited to, a candidate’s experience relevant to the job and the company’s compensation philosophy.