Hybrid Office Coordinator – Executive Assistant

at Breakaway Music Festival

• Job title: Office Coordinator – Executive Assistant
• Job type: Full Time
• Experience level: Junior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Columbus, United States

About the role

• Office Coordinator & Executive Assistant managing Columbus office operations for an entertainment company. Supporting leadership in a proactive hybrid role with administrative tasks and office coordination.

Responsibilities

• Manage daily operations and organization of the Columbus office
• Maintain office supplies, equipment, kitchen, and inventory
• Distribute and route physical mail, scan and forward documents, and coordinate check deposits
• Maintain and manage employee office parking passes
• Issue office keys and assist with access for employees, visitors, and contractors
• Perform light daily tidying and coordinate cleaning services and maintenance vendors
• Coordinate office vendors, building management, and service providers
• Welcome and assist office visitors and guests
• Prepare meeting rooms and reset shared spaces after meetings
• Coordinate occasional catering, meals, and meeting materials
• Manage general office environment (workspace setup, TVs, music, and shared areas)
• Support employee onboarding logistics and workspace setup
• Maintain shared resources and internal documentation
• Assist with office improvements, furniture orders, and workspace projects
• Occasionally adjust in-office schedule to support meetings, guests, or office projects outside standard office days
• Provide day-to-day administrative support to the Co-Founder and in-office leadership team
• Manage calendars, scheduling, and meeting coordination
• Coordinate travel arrangements and maintain itineraries
• Serve as a point of contact for internal and external coordination related to leadership
• Prepare agendas, presentations, and meeting materials
• Track follow-ups and action items
• Screen and prioritize incoming requests and communications
• Assist with expense tracking, invoices, and administrative reporting
• Support logistics for leadership meetings and company initiatives
• Maintain confidential files, records, and documentation
• Assist with occasional administrative tasks and local errands for the Co-Founder as needed

Requirements

• 1–3+ years of experience in administrative support, operations coordination, or office management
• Located in or willing to relocate to Columbus, Ohio
• Experience supporting leadership or executives in a professional environment
• Strong organizational and time-management skills
• Ability to manage multiple priorities in a fast-paced environment
• Clear written and verbal communication skills
• High attention to detail and strong follow-through
• Comfortable handling confidential information
• Proactive problem-solver who takes initiative
• Experience coordinating travel logistics and scheduling
• Proficiency in Google Workspace and Microsoft Office
• Experience in entertainment, events, agency, or startup environments is a plus
• Positive attitude and team-first mindset

Benefits

• Flexible work environment
• Comprehensive medical, dental, and vision insurance
• 401(k) plan with employer matching
• Paid Vacation Plans