Executive Assistant

Reports to: People Operations DirectorWe are OK COOL. Strategic and (very) creative partners to the world’s leading brands. Built for social, targeting Gen Z and young millennials. Campaigns, content, creators. Global af. Our clients include some of the biggest, best brands on the planet.We’re looking for an Executive Assistant to ensure the OK COOL US management, people operations, and internal systems run seamlessly day to day supporting the client work and employees, enabling smooth processes, and contributing to a connected, well-organized, and positive agency culture. This role requires EST hours, and our ideal candidate is east coast or NYC-area based. Role is remote-first, with occasional in-person tasks and gatherings for NY area-based team membersYour responsibilities include but are not limited to:Management Team AssistanceOperate as CEO’s Executive Assistant, responsibilities include:helping coordinate meetings and calls, interfacing via email with prospects/clients/partners etc. for calendar managementBooking travel, entertainment, and other functions, including handling expense reports.Support Management with administrative tasks, including:timesheet set up, support and entry supportexpense reportscoordination support for team initiatives, meet-ups, office usage etc.Agency AdministrationBook company travel (flights, accommodation, transport) ensuring best value and smooth experience for staffManage travel arrangements and documentation for employeesSupport internal IT queries and coordinate basic IT asset management (devices, access issues, equipment tracking)Book agency-wide meetings and events (e.g. Friday wrap, town halls, internal sessions)Support ad hoc administrative requests across all departmentsServe as day to day contact for facilities team at partner agency office to support OK COOL’s use of partner agency’s mailing address, studio, office and desk spaceBook couriers for onboarding, production or agency-wide requirementsPeople / HR AdministrationCommunicate with Residence to maintain employee records and update HRIS systems accurately and confidentiallySchedule interviews and coordinate recruitment calendarsSupport onboarding and offboarding processes including equipment and access setupOrganize monthly department or team meetingsBook and support delivery of internal events, team moments, events, socials, and engagement initiativesRelevant experience:Previous experience in an office support, administrative, HR assistant, or coordination role (agency or creative environment preferred)Exposure to HR administration, recruitment coordination, or office operations highly beneficialExperience handling confidential information and employee documentationRequired skills:Highly organized with strong attention to detailExcellent communication and interpersonal skillsAbility to multitask and prioritize in a fast-moving environmentProactive mindset anticipates needs before they ariseComfortable working across multiple teams and personalitiesResourceful and solutions-oriented- you figure things out without waiting to be told howConfident with HR systems, spreadsheets, and booking toolsDiscretion when handling sensitive employee informationWhat’s in it for you:$85,000 – $120,000 annually, commensurate with experience. Salary will vary based on location and candidate profileComprehensive healthcare benefits and participation in a 401(k) program with employer matchingSummer FridaysWork with world-class brands and some of the smartest creatives in the gameA flexible, supportive, and inclusive workplace cultureAbout OK COOL:OK COOL is a culture-first creative agency with teams in London, New York and Sydney. We specialize in social-native storytelling blending strategy, creativity and creator partnerships to help brands show up authentically where culture actually happens.We’re a collective of strategists, creatives and tastemakers who don’t just follow the zeitgeist; we shape it. From insight-led campaigns to always-on content and paid social, we turn brands into culturally relevant voices that people want to engage with.Residence:OK COOL is a company of the Residence network. Residence is a multidisciplinary network of companies with the shared vision of creating a thriving ecosystem to empower the creative community at large by nurturing rising talent, encouraging egoless creativity, and fostering community among its members.