Executive Assistant - Thinkingbox

Lever, Inc.; Salt Lake City (UT); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Flexible time off

Extended health benefits

401k matching

Dog-friendly office

Office lunches

Job summary

Thinkingbox in Salt Lake City is seeking an organized, positive Executive Assistant to support senior leadership and keep day-to-day operations running smoothly. You’ll help coordinate internal initiatives, manage calendars, and foster a connected workplace in a fast-paced creative environment.

Responsibilities span executive support, office coordination, project coordination, culture and events, and general administrative tasks.

Qualifications

• Experience in office coordination or administrative roles.
• Excellent written and verbal communication skills.
• Comfortable in a fast-paced creative environment.

Responsibilities

• Executive Assistant Support: Manage calendars for the COO and CCO; coordinate travel, meetings, and follow ups; assist with research and admin tasks.
• Office Coordination: Greet visitors; answer phones; keep a clean, stocked office; coordinate vendors; onboard new hires.
• Project Coordination: Support multiple internal projects; prepare documents and meeting materials; collaborate across departments.
• Culture and Events: Foster a positive office culture; plan team lunches, events, and celebrations; coordinate outings and community activities; partner with People & Culture.
• Administrative Support: Track expenses; order supplies; handle general admin tasks as needed.

Skills

Calendar management

Executive support

Communication

Multitasking

Proactive problem solving

Job description

Who We Are

Hi! We’re Thinkingbox, the brief to built agency. Creating innovative digital, experiential, social, and content, we partner with leading brands across industries like sports, gaming, entertainment, and technology. We believe the hands that carefully craft the work should belong to the minds that dreamed it. So while others pass the buck, we’re already building. Because our thinkers are also the makers. Culture is at the heart of who we are, and our offices are hubs of natural collaboration. From hanging out with our office dogs to enjoying Thursday happy hours, we keep our work environment vibrant, welcoming, and fun. Each year, we also encourage our people to spend a month exploring the world, whether that means working from another office or even from the beaches of Mexico, to expand their perspectives and bring fresh inspiration back to the team.

The Opportunity

We are looking for an organized, positive, and proactive Executive Assistant for our Salt Lake City office. As the face of the office you’ll support senior leadership, keep day-to-day office operations running, coordinate internal initiatives, and help foster a connected, engaging workplace.

This role is perfect for someone who thrives in a fast-paced creative environment where priorities evolve quickly. You're comfortable making judgment calls, adapting on the fly, and keeping multiple initiatives moving without losing sight of the details.

What You’ll Be Doing

Executive Assistant Support

• Assist with managing calendars and scheduling for the Chief Operations Officer and Chief Creative Officer
• Coordinate calendars, travel, meetings, and follow ups, proactively adapting plans as priorities and schedules change.
• Assist leadership with research and administrative tasks

Office Coordination

• Greet all visitors and serve as the first point of contact for the office
• Answer phones and manage incoming/outgoing mail and packages
• Maintain a clean, organized, and well stocked office environment
• Coordinate vendors including cleaning services, suppliers, and building contacts
• Assist with onboarding tasks such as desk setup and office access

Project Coordination

• Support multiple internal projects simultaneously, ensuring work continues to move forward even as priorities shift
• Help prepare documents, presentations, and meeting materials
• Collaborate across departments on assigned projects

Culture and Events

• Champion a positive and connected office culture
• Plan and execute office events, team lunches, social gatherings, and holiday celebrations
• Coordinate industry related outings and community engagement activities
• Partner with the People and Culture team on company programs

Administrative Support

• Support expense tracking
• Order office supplies and equipment
• Handle general administrative tasks as needed

What You’ll Bring

• Friendly, professional, and people focused
• Strong multitasker with the ability to prioritize and stay ahead of needs
• Excellent written and verbal communication skills
• Proactive problem solver who takes initiative
• Comfortable working in an environment where priorities can change quickly while maintaining accuracy, professionalism, and follow-through
• Experience in office coordination or administrative roles preferred
• Experience supporting executives is an asset

Bonus Experience

Experience in any of the following environments is considered a strong asset:

• Creative, advertising, or production agencies
• Film, television, commercial, or live event production
• High-growth startups or entrepreneurial environments
• Experience as a Producer's Assistant, Production Coordinator, First Assistant Director (1st AD), Executive Assistant, or similar role where balancing competing priorities and coordinating multiple stakeholders was essential.

Additional Info

• Monday - Friday, 8:30 AM - 5:30 PM MST in office
• Flexible time off, including paid vacation and sick days
• Consistent culture and team-building events
• Employee recognition and incentive programs
• Seasonal celebrations and gatherings throughout the year
• Office lunches
• Branded company swag
• Access to industry events, learning opportunities, and non-profit outreaches
• Dog-friendly offices
• Unlimited coffee, drinks, and snacks
• Flex work and travel options
• Comprehensive extended health benefits
• 401k matching

$45,000 - $55,000 a year

Placement in the salary range will be based on factors such as internal equity, candidate experience, skills, and qualifications relevant to the role. If your compensation expectations fall outside of this range, we still welcome your application.

Equal Opportunity

At Thinkingbox, we’re committed to creating an inclusive environment where everyone feels valued, heard, and empowered to thrive. We believe that diversity is our creative strength – it's the range of perspectives, experiences, and backgrounds that fuels our best ideas and most innovative solutions. We welcome and encourage applicants of all races, ethnicities, genders, identities, abilities, ages, sexual orientations, and backgrounds to apply. Your voice matters here.