Executive Assistant - Thinkingbox

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

Benefits offered by this job

Office lunches

Unlimited coffee, drinks, and snacks

Dog-friendly offices

Flexible time off

Job summary

Thinkingbox, in Salt Lake City, seeks an organized, proactive Executive Assistant to support senior leadership and keep day-to-day operations running in a fast-paced creative environment.

You will coordinate calendars, travel, meetings, onboarding, and office logistics while fostering a connected workplace and delivering reliable administrative support. On-site Mondays to Fridays with flexible time off and strong team culture.

Qualifications

• Friendly, professional, and people focused.
• Strong multitasker with prioritization and proactive planning.
• Excellent written and verbal communication skills.
• Proactive problem solver who takes initiative.
• Comfortable with changing priorities while staying accurate and professional.
• Experience in office coordination or administrative roles preferred.
• Experience supporting executives is an asset.

Responsibilities

• Executive Assistant Support: manage COO/CCO calendars, travel, meetings, and follow-ups.
• Office Coordination: greet visitors, answer phones, manage mail/packages, maintain office; coordinate vendors; onboarding tasks.
• Project Coordination: support multiple internal projects, prepare documents and meeting materials, collaborate across departments.
• Culture and Events: plan office events, team lunches, celebrations, and community activities; partner with People and Culture.
• Administrative Support: expense tracking, order supplies, general tasks.

Skills

Calendar management

Executive support

Office coordination

Strong multitasking

Communication

Proactive problem solving

Job description

Overview

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. Culture is at the heart of who we are, and our offices are hubs of natural collaboration. Each year, we also encourage our people to spend a month exploring the world, whether that means working from another office or 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

• On-site Mondays to Fridays
• 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.

To Apply

Thank you for your interest in joining our team. Please submit your resume along with links to your online portfolio as part of your application (if applicable). Due to the volume of applications we receive, we\'re unable to respond to every submission. However, all applications are kept in our talent database and will be considered for future opportunities.