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Office Manager / Assistant to CEO

Operations | Los Angeles, CA | Full Time

Job Description

Office Manager / Assistant to CEO

Imagine a world where creative play is the most valued part of childhood. This is the future Seedling is building.

Seedling is looking for an Office Manager to join our team, with part-time responsibilities as the CEO’s executive assistant. We are seeking a reliable, highly-organized multi-tasker who loves to roll up their sleeves and solve problems. As a start-up, every day looks different and you’re on the front lines helping the leadership team keep our team productive and our office humming.

Why do we need this role? At Seedling, we encourage kids to create with every tool in the toolbox, including technology. That's why we make groundbreaking products that merge tactile materials with advancing technologies, like virtual reality and augmented reality. These products are designed to help families put the child in control of the experience, and step into the role of builder, designer, creator and inventor. After all, visionaries aren't born, they're nurtured! We believe this role is crucial to creating the right office environment and keeping processes in place to aid the success of delivering on our promise to families.

Because this role touches so many different areas of the organization, you’ll gain experience working with a number of different teams and in different functions. As the company grows, there will be opportunities to grow, and this role is positioned to gain experience and build relationships in many functions of the company.

 

Responsibilities:

  • Office management: create a pleasant and productive environment; coordinate with vendors that are supporting the office (ie. cleaners, lunch delivery, order supplies, etc).

  • Assistance to the CEO: Help set appointments with external parties and assist on any company priorities.

  • Administrative tasks: paying bills, managing utilities and other misc. admin duties. Some HR and accounting tasks

  • Provide assistance to employees, visitors, vendors, customers, and applicants. Answer and filter incoming phone calls and emails, route to the appropriate person, receive and distribute incoming mail.

  • Front desk /reception: be on hand to receive clients, guests and deliveries. It’s not required that you’re front of the office all the time, but during bigger external mtg days this will be helpful.

  • Event planning: coordinate offsite meetings, special events, team building exercises and other events. (i.e. happy hours, holiday parties, Bring Your Kids to Work Day, catered lunches,etc.)

  • Maintain kitchen and office supply inventory - order replacement supplies as required, sort and stock all items appropriately when delivered.

  • Organize and maintain all common areas including kitchen, conference rooms, and reception area.

  • Customer service: should we experience a heavy customer service influx, be on-hand to support our customer interactions manager.

  • Order fulfillment: should we experience a heavy order influx, be on-hand to support our warehouse manager or help the warehouse manager direct and train staff.

  • Serve as main contact for facilities maintenance and janitorial services, handling all office maintenance issues (printers, copiers, restrooms, appliances…etc)

  • Help keep our employee software accounts managed and ensure all new employees have access to all needed resources.

  • Run any office related errands

  • Assist CEO and other senior teams members with projects as needed. Occasional  executive assistant duties for the CEO: scheduling, calendaring

  • Be a positive contribution to Seedling’s growth, culture, and success

 

Qualifications

  • Internships or work experience that demonstrate project or task management

  • High EQ - ability to create great relationships, help leadership, and interact externally with partners.

  • Proficiency in MS Office (Word / Excel / PowerPoint) and Google Applications (Drive, Calendar, Docs, Sheets, etc.

  • Strong work ethic, with the ability to bring a proactive attitude in challenging circumstances– you’re the glue that keeps this office together!

  • A proven track record of going the extra mile and taking initiative

  • High problem-solving capabilities: be able to deconstruct issues carefully and take decisive action when needed.

  • Adept at multitasking

  • Strong written and verbal communication skills

  • Excellent time management skills with a mind for prioritization.

  • A entrepreneurial sensibility that takes initiative – you’re on the lookout for ways to improve both the office space and employee experience.

  • Prior experience at a startup or other fast-paced environment

 

BONUS

  • Prior retail or office management experience

  • Prior experience in customer service or project management

  • Experience or passion for the children’s app, toy, game or education space

  • Passion for technology

 

PERKS + BENEFITS

  • Creative office space in the heart of Downtown LA’s Arts District

  • The opportunity to join a small team and be a part of our growth

  • Excellent health, dental, and vision benefits

  • Flexible work environment to support parents’ priorities

  • Snacks and coffee, team lunch on Fridays and team events

  • 3 weeks of paid vacation time