Job opening detail :
Amazing Executive Assistant/Office Manager for Book & Media Agency
posted: Nov. 16, 2021
Offered by:
Idea Architects
Health; 401K; Bonus; Competitive Compensation; PTO; Holidays & 2 weeks off in winter
Full Time
Santa Cruz, CA
Idea Architects ( is looking for an awesome new team member. Are you wicked smart, extremely organized, and have never met a problem you weren’t able to solve? Are you detail-oriented, flexible, and interested in working with a team committed to creating a wiser, healthier, and more just world—one Oxford comma at a time? Would you take pride in creating a professional, clean, comfortable, environment for the Team and our authors to thrive in? Do you feel a sense of accomplishment completing small tasks and big projects to support the Team?

If so, we want to meet you!

We are looking for an exceptional executive assistant/office manager who aligns with our values. In this crucial and highly valued role, you will act as the first point of contact for our clients and publishers, keep the office clean/organized and running smoothly, handle scheduling for 3 busy executives, and coordinate the company’s projects. Your work will directly enable the Team to make a massive positive impact in the world.

Below are some examples of the work that you will be doing:

Scheduling so that the calendar accurately reflects meeting title, participants, location/link, and in the correct time zone, so that all participants are prepared and present for the meeting.

Managing the office which may include tasks like buying office supplies, filing documents, tech support, cleaning and maintaining the office, etc.

Organizing our physical and digital spaces so that the Team can efficiently access and share pertinent documents, media, and equipment.

Coordinating our projects and updating our project management system so that it accurately reflects project status, changes, due dates, and collaborators, so that the Team can access the information they need quickly and easily.

Updating Contact Database so that it accurately reflects all contact info, tags/labels, and conversation notes.

Preparing for Book Brainstorms including organizing whiteboards and digital environments, as well as audio recorders and food preparation.

Handling travel/logistics thoroughly to ensure smooth travel with high stakes, little warning, and ever-changing variables.

Completing ad hoc projects and tasks as assigned.

**Requires the flexibility to check email/texts/calls after hours if time-sensitive tasks come up.

Qualities that will make you really successful in the role:

*Extreme organizational superpowers.
*Professional and warm/friendly written and verbal communication skills with excellent spelling and grammar.
*Sense of ownership with proactive problem solving to prevent problems from happening and the follow-through to ensure all projects are handled timely and to completion.
*Ability to accept, implement and provide direct and honest feedback well. The ability to learn quickly and not continue to make the same mistakes.
*Extremely reliable with adherence to timelines for project completion.
*Unstoppable problem solver!
*Astute research and investigative skills.
*Eagle-like attention to detail and triple-checking which comes through by consistently displaying elite quality work products (whether it’s calendaring or internal/external communications). This is a business where accuracy and precision matter.
*Expert at juggling multiple priorities at once while maintaining grace under pressure.
*Comfort with lots of communication/checking in to keep executives apprised/on track.
*Computer savvy/capable of figuring out problems and working with technical support to solve bigger issues as needed.
*Experience with Apple products, Microsoft Office, Google Workspace and technical agility to learn new programs quickly (e.g. Copper, Monday).
*Lives in Santa Cruz, or within commuting distance, or are willing to relocate here.
*Has a reliable vehicle for running errands.
*Has a great sense of humor and thrives in a fun environment (ex. Participating in holiday party talent shows and improv games: we are a creative improv troupe in the form of a company)

If you answered YES to all the above, love books and reading, are passionate about making a difference with your work, and care about transformational ideas as much as we do then we look forward to hearing from you and working with you!

Idea Architects is an equal opportunity employer. While we have long-prioritized diverse voices in our authors, we are committed to ensuring our team reflects that diversity as well.
About Our  
Idea Architects ( is a growing literary agency and book and media development company. We work with visionaries who are creating a wiser, healthier, and more just world (our clients have included Nobel Peace Laureates Desmond Tutu, Nelson Mandela, the Dalai Lama, business icon Richard Branson, scientists like Stephen Hawking and Jane Goodall, and Nobel Laureate Elizabeth Blackburn, equal justice lawyer Bryan Stevenson, and many others).
Janelle Julian
Please send an email with your resume, cover letter and a link to your Facebook, Instagram, and LinkedIn profiles if you have them. Put "I'm your next assistant!" in the subject line. Tell us a little bit about your ideal work situation and how you have demonstrated some of the qualities above. How would you be able to add value and contribute to our company? What are your superpowers?
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