Executive Assistant & Office Manager

Job description

CourtAvenue is a company of industry experts accelerating digital transformation for the world’s most ambitious companies. At CourtAvenue, you will be a part of a culture powered by entrepreneurs, technologists, data scientists and the habitually restless dedicated and energized to design products and services that transform businesses while optimizing them for growth. You will have the opportunity to learn and grow within a culture that values innovation while focusing on redesigning the experience between consumer and service (or product) by leveraging a fluid, seamless, and thoroughly transparent engagement. CourtAvenue is looking for a "High-Velocity" Executive Assistant & Office Manager to serve as the operational backbone of our **San Diego** office. This isn't a traditional gatekeeper role; we need a proactive cultural cultivator who thrives in a fast-paced environment dedicated to success for our clients, our stakeholders and our internal teams. You will provide high-level support to senior leadership while ensuring our physical and digital office operations run without a hitch. ### Responsibilities - EA support specifically to the Partner and the President & CGO at CourtAvenue, both located in San Diego - Manage and sort complex executive calendars including cross-timezone scheduling and conflict resolution - Support expense reporting and timesheet management with total accuracy, including tracking down and uploading receipts - Coordinate end-to-end travel including flights, hotels, ground transportation, and international travel for a leadership team that is always on the move - Plan and execute client and growth events: venues, vendors, budgets, on-brand materials, and on-site support - In tandem with our account and marketing teams, support administrative logistics for client (and prospective client) events and initiatives - Support West Coast client swag as needed; ordering, inventory and vendor management - Serve as building/property liaison for the San Diego office: access badges, signage, insurance certs, and special employee requests - Coordinate parking and building access across multiple facilities, working directly with property management - Set up conference rooms and audiovisual equipment for leadership and all-team meetings; troubleshoot meeting technology as needed - Support employee onboarding and offboarding logistics, including desk setup and equipment coordination - Maintain office-wide communications: building notices, shared calendars, and amenity requests - Order supplies, snacks, and manage equipment for the San Diego office, ensuring the space is consistently stocked and client-ready - Manage mail, shipping logistics, and the office storage unit - Coordinate logistics for employee engagement events such as happy hours, potlucks, and team lunches - Support general ad hoc research and special projects, working proactively to stay ahead of upcoming needs ### Requirements - 5-10+ years of total administrative experience, including at least 1 year supporting C-suite or Agency leadership - Agency or professional-services background strongly preferred - 2+ years of in-office administrative or office-management experience - Absolute professionalism and discretion when handling sensitive information - Excellent written, verbal, and interpersonal communication skills - Willingness to be flexible, and manage ever-changing priorities - Proficiency in Google Workspace, Slack, and Zoom a plus - AI Mindset preferred: demonstrating a high level of comfort testing and integrating generative AI tools to automate repetitive tasks, draft communications, and streamline office workflows to increase overall output - High school degree required; additional certifications in project management or office administration are a plus ### Work Environment - Our San Diego team follows a structured-hybrid work model, where employees work in an office environment on Tuesdays and Thursdays and remotely on Mondays, Wednesdays and Fridays. Candidates for this position must be in: - San Diego, California - **Schedule**: Exempt Full-Time | Structured Hybrid in office on Tuesdays & Thursdays weekly + special events. Remote most all Mondays, Wednesdays and Fridays. - Occasional weekend availability required to support last-minute travel changes ahead of Monday leadership travel