Administrative Assistant

thelab is looking for a motivated, friendly, reliable Administrative Assistant to provide a full range of administrative support to senior management and employees in a demanding, fast paced agency.

You are: someone who enjoys helping others and doing what you can to make things better.  You're eager to learn and not afraid to take on new tasks -- and you are great at managing multiple priorities. 

We are: thelab, a creative production agency, which consists of developers, designers, writers, animators, inventors, technologists, producers, retouchers, artists, photographers, musicians, and new-media strategists working collaboratively on projects as varied as we are. We solve creative problems as a multi-disciplinary collective, and our unified goal is to make work for which both we and our clients can be fiercely proud. We rely on discipline, experimentation, perspective, and a good attitude as the key ingredients to a great creative product.  We're also a super friendly office with lots of fun, creative people, all working together on interesting projects -- and we host a mean bar-b-que!

What we offer: 
  • friendly, creative atmosphere
  • full benefits including 401k with match
  • generous PTO and holidays
  • great location, lots of snacks and daily breakfast 
What you'll do as our Administrative Assistant: 
  • Reception work – answering and screening phone calls and mail, greeting and announcing visitors
  • Coordinate appointments and conference calls, schedule and prep conference rooms, order catering.
  • Coordinate domestic and international travel logistics (flights, accommodation, car service) 
  • Proactively manage multiple internal office calendars
  • Help organize and arrange internal and external events such as company outings, client events and staff meetings
  • Order, maintain and stock kitchen and office area with office supplies, coffee and other office items needed for daily operations of the office
  • Track and update data base of clients and employees
  • Assist tracking company’s branded material and assets for clients and employees
  • Assist the finance department tracking expenses
  • Support company remote branch offices
  • Coordinate messenger service, mail and shipping 
  • Scan, copy, create excel documents and help gather branded company material
  • Keep reception area and office storage rooms tidy and organized
  • Perform tasks for special projects and assignments as needed by the company
What you bring to the table: 
  • At least 3 years of previous related office experience 
  • Ability to work efficiently under pressure
  • Punctual, regular and consistent attendance
  • Practical, use common sense, and anticipate company’s needs and conflicts and provide proactive solutions 
  • Strong oral and written communication skills 
  • Flexible learning new tasks, willing and open to challenges and changes
  • High level attention to details and delivering high quality results
  • Ability to work independently, manage time effectively and prioritize tasks
  • Team player with a can-do attitude, positive demeanor and patient
  • Accountable for tasks and not afraid of new work responsibilities 
  • Proficiency working with Mac and Google programs
  • Proficiency working with Excel and Word
  • Knowledge of social media platforms a plus
  • Bachelors degree preferred


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