Noble Studios is seeking an experienced, polished Executive Assistant to support our three busy executives and who also enjoys serving as our warm and efficient host for our physical office in Reno, Nevada. This is the perfect role for an organized, detail-oriented self-starter with a positive attitude and a service mindset. This individual will have demonstrated success handling heavy calendar management and substantial travel coordination, as well as the ability to provide a pleasant and productive environment for our clients, partners and team.

Noble is a fast-paced, engaging, creative and technical environment, so we need a very special person to fill this key role. You must be passionate about supporting others, committed to doing superb work, excellent at prioritizing and genuinely love the work that you do. Successful candidates will be savvy about business travel, amazingly organized and accurate, highly adaptable, a quick learner and willing to do what it takes to get the job done. You must also bring proven expertise to the role to ensure both effective and efficient execution of the position.

This position reports directly to the Chief Operating Officer and is part of our Operations team supporting Noble Studios as a whole. You will also provide direct support to both our Chief Executive Officer and our Chief Creative Officer, as well as be responsible for working with many internal and external stakeholders to ensure Noble is perceived as welcoming and professional.

Primary Responsibilities

• Complete and accurate executive travel arrangements, domestic and international; also support occasional travel needs for team members and candidates.
• Efficient calendar management - coordinate internal and external meetings, anticipate shifting priorities and effectively resolve conflicts, and identify and provide necessary preparatory materials.
• Intermittently coordinate and manage events, such as meetings, off-site activities, client dinners, visitor bookings, team meals, etc.
• Serve as Noble's go-to person for cost effective and timely management of conference room technology and office equipment:
• Troubleshoot where possible and escalate to expert support when necessary.
• Maintain an accurate and current inventory of Noble owned equipment.
• Ensure new equipment is shopped, ordered and deployed for current and new team members.
• Manage the office to ensure it is consistently stocked, clean and organized:
• Inventory, order and stock kitchen and breakroom supplies that are timely and cost effective.
• Ensure break and meeting rooms are cleaned up, furniture reset and items neatly organized.
• Manage and document Executive expense reporting and timesheets
• Compile and prepare regular and ad hoc reports, including expenses, timekeeping, spreadsheets and slide presentations.
• Interact regularly with other Noble departments and occasionally participate in cross-departmental initiatives.
• Coordinate vendor services, including phone, supplies, IT, safety training, etc.
• When needed, serve as office receptionist to provide a welcoming and professional experience for visitors and team members.
• Ensure company mail and voicemail are managed in a timely manner.
• Create and maintain documentation for travel, office and safety procedures.
• Maintain general office files and ensure filing is completed in an ongoing and timely manner.
• Create and manage internal projects as needed for the Operations Team.
• Hold a permanent seat on the Noble office safety committee.
• Run errands and handle other relevant tasks as needed.

Requirements

• Bachelor's degree in business administration, communication, event management or psychology, or the equivalent experience.
• 3 years of successful experience as an executive assistant supporting more than one busy executive, including significant travel.
• 2 years of physical office management experience for a team of 35 or more in a professional environment.
• Experience in a similar environment is highly preferred (aka, multinational, agency, creative, technology, fast-paced and growing, etc.).
• Exceptional interpersonal and communication skills (both written and verbal) with the ability to professionally and compassionately interact with senior executives, clients, employees and visitors, both in person and virtually.
• Proactive and resourceful, taking the initiative to gain the information needed to make the right decision at the right time.
• Highly organized with the demonstrated ability to maintain composure while prioritizing within tight deadlines and effectively managing multiple demands from different stakeholders.
• Demonstrated excellence in execution of administrative activities with a proven track record of attention to detail to attain high levels of accuracy quickly and efficiently.
• A strong grasp of technology for a "layperson" - know your way around laptops, tablets and smartphones (Apple, Android, Microsoft, Google), as well as Wi-Fi networks, shared drives, and similar current technical equipment.
• Ability to handle some financial and reporting activities, such as conducting cost comparisons, reviewing invoices for accuracy, preparing expense reports, verifying timesheets total correctly, etc,
• Experience with event planning or project management with "process thinking" skills.
• Strong teamwork and collaboration skills.
• Demonstrated ability and willingness to research innovative approaches, continuously acquire new capabilities and accept new challenges.
• Proficient with MicroSoft Office programs such as Outlook, Word, Excel and Powerpoint, as well as the Google suite (including documents, sheets and slides).
• Experience setting up and managing virtual meetings and tools, including Zoom, Slack, Teams, GoogleMeet, Skype, etc.
• Proven history of reliability, honesty and trustworthiness paired with a strong sense of confidentiality with proven high levels of discernment and judgment.

What's in It for You

• The chance to work on some of the most innovative clients in the world (Travel Nevada, Visit Lake Tahoe, Yodlee and others) at an award-winning, industry-leading creative digital performance agency.
• Dream big while staying local. Nevada clients, especially those in the travel and tourism industry, get the same creative expertise and innovation (because we love our home turf).
• An exceptional benefits package, plus a workplace emphasis on ongoing learning and growth: guest speakers and workshops, in-depth roundtable discussions, and of course, the opportunity to learn from some of the smartest and coolest coworkers around.
• A see-it-to-believe-it time-off policy: two companywide paid weeks off every year (one week in July and another in December) when Noble closes its offices, plus 10 days of personal PTO and all paid company-observed holidays.

If You're Chosen

• You must be able to work full-time, primarily on-site, during Noble's core business hours of 8:30 a.m. to 5:30 p.m. Pacific Time, Monday through Friday, as well as occasionally be available after hours if urgent situations arise.
• You must pass Noble's background and reference checks, as well as provide documentation of your legal right to work in the U.S. without sponsorship.
• This role requires driving on behalf of Noble Studios, which requires a valid Nevada Driver's License, 2 years of driving experience, a clean driving record, and at least $100,000/$30,000 bodily injury and $100,000 property damage auto insurance coverage.
• You must also be able to physically perform all job duties safely, including lifting up to 25 pounds on occasion and regularly lifting/carrying packages/supplies up to 15 pounds.

About Noble Studios

Noble Studios is a Nevada-grown creative digital performance marketing agency with offices in Reno, Las Vegas and Bristol, U.K., specializing in brand strategy, digital marketing strategies, web development, SEO, paid digital media, creative and content development and social media. Since 2003, the company has completed work for international brands such as Google, Disney, Travel Nevada, Tahiti Tourisme, Yosemite Mariposa County, Autodesk, Adobe, Genome Medical, Medcor and more. Noble has been honored to be recognized as one of Ad Age's "Best Places to Work 2024" and by Inc. as a "Best in Business – Advertising." Noble Studios is an approved Google Partner and HubSpot Solutions Partner.