Executive Operations Associates

Gateway Licensing; Los Angeles (CA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Collaborations in Los Angeles is seeking a highly organized Executive Assistant to support the President and leadership team. This hybrid role requires in-office presence in Studio City at least 3 days per week and offers varied responsibilities across operations, client coordination, and project support.

You will own calendars, travel planning, expense management, and ensure smooth day-to-day operations while maintaining discretion and professionalism with clients and partners.

Qualifications

• Experience supporting executives or in a fast-paced agency.
• Proactive, organized, and detail-oriented.
• Strong written and verbal communication.
• Able to handle confidential information.
• Comfort with learning new tech tools.

Responsibilities

• Manage executive calendars, travel, expenses, and meeting prep.
• Coordinate internal meetings with agendas and notes.
• Support office operations and vendor management.
• Assist with events, onboarding, and team communications.
• Support business development through research and scheduling.
• Lead special projects to improve processes.
• Provide proactive executive support to improve team effectiveness.

Skills

Executive support

Calendar management

Travel coordination

Proactive mindset

Discretion

Communication

Organization

Attention to detail

Problem solving

Team collaboration

Multitasking

Tools

Microsoft Office

DocuSign

Presentation software

Shared drives

CRM tools

AI awareness

Job description

About Collaborations

Collaborations is a full-service licensing agency with offices in Los Angeles and Miami, and services clients across entertainment, music, fashion, food, health & beauty, home and more. The agency works closely with clients on strategy and execution across licensing, collaborations and partnerships. The agency is well-known for its cultural driving partnerships, entrepreneurial spirit, and has expertise across brand extensions, brand partnerships, and inbound licensing & collaborations.

About the Role

We're looking for a highly organized, proactive operator who will help maximize the effectiveness of the President, leadership team, and broader organization. This is more than a standard Executive Assistant role. This is a hybrid role with a minimum of 3 days per week in office (located in Studio City), some weeks will require more. This person will own executive support and be the backbone of team operations, client coordination, business development, office management and admin, as well as special projects. This role is ideal for someone who thrives on variety, anticipates needs before they're asked, and takes pride in creating order and driving follow-through. This role is for someone who will make everyone around them more effective.

You'll work closely with executives, the broader team, and clients, so discretion, professionalism, and a proactive mindset are essential.

Essential Duties and Responsibilities:

• Manage executive calendars, scheduling, travel, expenses, meeting preparation, and day-to-day coordination.
• Anticipate needs, track follow-ups, and ensure priorities and commitments don't fall through the cracks.
• Conduct research and support presentations, documents, and other executive or company initiatives.
• Coordinate internal meetings, including agendas, notes, action items, and follow-through.
• Own day-to-day office operations, including vendors, supplies, equipment, shipping, visitors, and meeting spaces.
• Support team operations, including events, new-hire logistics, internal communications, and key team moments.
• Coordinate client meetings, kickoffs, onboarding, documents, files, trackers, and project follow-up.
• Support business development through prospect research, meeting preparation, pipeline tracking, scheduling, and follow-up.
• Coordinate trade shows, conferences, and company events, including travel, schedules, materials, and logistics.
• Take ownership of special projects across the business
• Proactively identify opportunities to improve organization, communication, and processes across the company.
• Jump in wherever needed to help the President and team operate more effectively.

Non-Essential Duties and Responsibilities:

• Assist with other jobs and other duties as necessary

Minimum Qualifications

• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple priorities across executive, team, client, and company needs
• Proactive mindset with the ability to anticipate needs, exercise good judgment, and act without always being asked
• Strong sense of ownership and follow-through - you close loops and make sure things get done
• Excellent written and verbal communication skills
• Discretion and sound judgment when handling sensitive or confidential information
• Comfort working in a fast-paced, entrepreneurial environment where priorities can change quickly
• Low-ego, team-first mentality with a willingness to jump in wherever needed
• Comfortable learning and working across technology, including DocuSign, presentation software, shared drives, and other business tools
• Curiosity around AI and emerging tools, with an interest in finding ways to make yourself and the team more effective
• 2-5 years of experience supporting executives or working in a face-paced agency, entertainment, consumer brand or similarly demanding environment.
• Proficiency in Microsoft Office