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Operations Assistant

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Based in Los Angeles

Hybrid 4:1

Annualized Salary Range: $55,000 - $65,000

About Higher Ground

Founded by Barack and Michelle Obama in 2018, Higher Ground is the home of exciting and impactful storytelling from Oscar-winning films to blockbuster podcasts.

This position supports our Head of Business and Strategy and assists with company-wide initiatives and programs including company wide events, office management, operational systems and processes.  You’ll assist with day-to-day operations of the office including space planning as well as back end business operations including expense programs and vendor management. An important aspect of this position is organization and prioritization as the work we do can be regulated by rules, budgets and deadlines, and often requires confidentiality. This role will also provide administrative support and serve as a resource for employees, responding to inquiries and connecting them to resources and information. 

Please apply HERE


SCOPE OF DUTIES:

  • Executive Assistant

    • Schedule and maintain a calendar of appointments, meetings and travel itineraries, and coordinate related arrangements for the Head of Business and Strategy.

    • Serve as front desk receptionist: greet guests, manage deliveries, answer general inquiries, and maintain a welcoming office environment.

    • Provide backup administrative support to other executives or departments as needed, including coverage for assistants during time off or peak periods.

  • Office Administration:

    • Support communication with vendors, contractors, brokers, and building management to address office needs and ensure agreements align with company interests, under guidance from the Operations Manager.

    • Maintain office supplies, appearance, and support day-to-day facility needs.

  • Operational Planning: 

    • Support the implementation and upkeep of operational policies and procedures to help ensure smooth day-to-day workflows across the company.

    • Assist with tracking and updating ongoing operational projects, maintaining related documentation and timelines as directed.

  • Project/People Operations

    • Assist with special projects across Higher Ground, providing logistical and administrative support as needed.

    • Help coordinate internal and external events, including private gatherings, large meetings, and team celebrations.

    • Support the preparation of basic documents, reports, and presentations (e.g. agendas, meeting notes, slide decks).

    • Assist HR with the onboarding recruitment processes which may include maintaining internal and external job sites and application databases for entry to mid-level roles.

  • Financial & Data Management:

    • Assist with organizing receipts, invoices, and expense reports for review and processing.

    • Help maintain internal tracking tools and databases (e.g., Rippling, Airtable, Google Drive) with accurate data entry.

    • Support digital file management for employee records and operational documentation.

  • Compliance and Risk Management:

    • Ensure all company documents are filed in accordance with company policies. 

    • Maintain confidentiality and security of sensitive information and data.


EXPERIENCE & SKILLS

  • Minimum 2 years of executive/operations assistant experience.

  • Demonstrated experience in office/facility management is a plus.

  • Effective communication and interpersonal skills; able to establish trust and rapport with all levels of staff and diverse stakeholders.

  • Must be able to maintain a high level of confidentiality.

  • Process focused but comfortable with ambiguity and able to work with minimal oversight–extremely detail oriented.

  • Tech savvy. Interest in new technology that promotes efficiency and scalability (such as Airtable, Google Sheets, etc).

  • Competency in leveraging data to make informed decisions.

  • Excellent organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.

  • Strong problem-solver and willingness to adapt when facing potential roadblocks.

  • HRIS or CRM experience with Rippling is a plus.