Office Assistant
Company: Innovate Marketing Group
Location: Pasadena
Posted on: November 27, 2025
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Job Description:
Job Description This is a part-time, in-office role with a
consistent 20-hour-per-week schedule. Weekends and overtime are not
required for this role. About You: You’re the glue that holds
everything together, the person who others look to when they need a
problem solved, a process streamlined, or a smile put on their
face. You have a natural talent for organization that’s matched
only by your passion for creating a supportive and efficient
environment. Your friends and colleagues describe you as
detail-oriented, proactive, and dependable – the person who always
seems to have everything under control, no matter what’s thrown
your way. You find joy in the little things that others might
overlook. Whether it’s ensuring that the office supplies are always
stocked, the equipment is functioning properly, or that everyone
knows exactly where to find the items they need, you understand
that these details are what keep the bigger picture running
smoothly. You don’t just complete tasks; you anticipate needs,
think ahead, and plan for contingencies. You’re always a step
ahead, making sure that issues are addressed before they even
arise. You’re passionate about employee happiness because you
understand that a happy team is a productive team. You believe that
when people feel valued, supported, and engaged, they’re more
likely to bring their best selves to work every day. You’re the
person who listens to your colleagues, takes their feedback
seriously, and works to create an environment where everyone feels
like they belong. You’re not just managing the office; you’re
cultivating a culture of positivity and collaboration. Your ability
to juggle multiple responsibilities with ease sets you apart.
You’re a master of efficiency, able to prioritize tasks and manage
your time effectively, even in a fast-paced environment. You’re
adaptable and flexible, ready to shift gears when needed, and you
handle challenges with grace and a positive attitude. Communication
is one of your strongest skills. Whether you’re writing an email,
leading a meeting, or having a casual conversation, you know how to
convey information clearly and effectively. You understand that
good communication is key to a successful workplace, and you make
it a priority to ensure that everyone is on the same page. You’re
also empathetic, able to understand and address the concerns of
your colleagues in a way that makes them feel heard and respected.
You’re not just a team member; you’re a leader. People trust your
judgment and look to you for guidance because you’ve proven time
and again that you can handle whatever comes your way. You’re the
go-to person for problem-solving, and you take pride in helping
others succeed by providing the support and resources they need. In
short, you’re the heartbeat of the office, the person who keeps
everything running smoothly and makes sure that everyone is set up
for success. Your combination of organizational prowess, proactive
problem-solving, and strong communication skills makes you an
invaluable asset to the team. About Us: We are an award-winning
corporate event agency based in Pasadena, California, dedicated to
creating immersive experiences that connect brands with people. We
serve a diverse range of industries turning visions into reality
with our comprehensive event services. From brand activations and
large-scale community events to corporate retreats and virtual
meetings, we excel at designing and executing events that leave a
lasting impact. Our Core Values Are: Growth Wow Service Proactive
Innovation Fun Engagement Community Job Responsibilities: · Process
Improvement: Support the Office Coordinator to continuously
evaluate and improve company processes to enhance efficiency and
productivity. Work to increase team productivity by identifying and
reducing time-wasting activities. · Protecting CEO Team’s Time:
Help safeguard the CEO team’s ability to focus on strategic growth
by documenting and implementing processes for recurring issues,
ensuring problems are solved only once. · Employee Happiness Index:
Lead initiatives to enhance employee engagement and satisfaction,
aiming to maintain an Employee Happiness Index score of 9 out of
10. Regularly assess and adjust strategies to foster a positive
work environment with support from the Office Coordinator. This
will include managing our company culture events, an integral and
fun monthly bonding opportunity for the entire team. · Office
Operations Management: Oversee the day-to-day operations of the
office, including managing office supplies and ensuring all
equipment is properly maintained. Minimize downtime by ensuring
that all systems, tools, and software are functioning and
accessible, and assisting with keeping maintaining onsite storage.
· Recruitment and Onboarding: Assist with the onboarding process,
ensuring that new hires integrate smoothly into the team and that
their questions are answered in a timely manner. · Compliance
Management: Support 100% compliance with HR-related reviews and
assessments. · Vendor and Supplier Relations: Manage relationships
with vendors and suppliers, negotiating contracts and maintaining
inventory levels. Ensure that office services and supplies are
provided on time and within budget. · Event Support: Provide
logistical support for company events and meetings, both in-office
and off-site. Assist in planning and executing company-wide events,
including team-building activities, company retreats, and
celebrations, ensuring all details are handled professionally and
efficiently. · Personal Assistant Support: Help assist the CEO Team
with requests as necessary, including shipping, booking travel, and
setting up for podcasts. This will constitute a minimal, but often
critical portion of the role. · Manage Office Communications: Serve
as the friendly and knowledgeable point of contact to clients and
both in-office and event vendors through managing the company email
and phone system. Ideal Candidate Qualities: · Highly Organized:
You have a natural talent for organization and excel at keeping
everything in its place. Whether it's managing office supplies,
coordinating schedules, or ensuring that all processes are
documented, you thrive on making sure everything runs smoothly. ·
Detail-Oriented: Your attention to detail is exceptional. You spot
potential issues before they become problems and ensure that all
tasks are completed accurately and efficiently. · Proactive Problem
Solver: You don’t wait for problems to arise; you anticipate them
and take action to prevent them. When issues do occur, you document
the solutions and create processes to ensure they don’t happen
again. · Excellent Communicator: You’re skilled in both written and
verbal communication. You know how to convey information clearly
and effectively, whether you’re drafting an email, leading a
meeting, or having a one-on-one conversation. · Empathetic and
Supportive: You understand the importance of employee happiness and
are committed to fostering a positive work environment. You listen
to your colleagues, take their feedback seriously, and work to
create an environment where everyone feels valued and supported. ·
Time Management Expert: You know how to prioritize tasks and manage
your time effectively. You’re committed to protecting the CEO
team’s time by handling day-to-day operations efficiently, allowing
them to focus on strategic growth. · Strong Leadership Skills: Even
if you don’t always think of yourself as a leader, others look to
you for guidance. Your colleagues trust your judgment and rely on
your calm, level-headed approach to problem-solving. · Committed to
Continuous Improvement: You’re always looking for ways to improve
both yourself and the workplace. You’re open to feedback and eager
to implement new strategies that enhance efficiency and
productivity. · Tech-Savvy: You’re comfortable with technology and
have experience using office management tools and software. You’re
quick to learn new systems and are able to troubleshoot common tech
issues that may arise. · Dependable and Trustworthy: You are the
person others rely on to get the job done, no matter what. Your
colleagues know that when you’re responsible for a task, it will be
completed accurately and on time. · Team Player: You understand
that success is a team effort and are always willing to lend a hand
to help others succeed. You’re collaborative, supportive, and
dedicated to creating a positive work environment. Qualifications:
· Bachelor's degree in Business Administration, Office Management,
Human Resources, or a related field (preferred). · Proven
experience as an Office Coordinator or in a similar role, including
practice creating organizational systems. · Proficiency in
Microsoft Office and Google Suite Administration. · A background in
HR support, ideally with an HR certification or 1 year of
experience. · Proven experience as a strategic planner. · Comfort
with public speaking to a group of twenty. · Highly organized and
dependable with excellent attention to detail and a positive
attitude. · Office Experience - General, Scheduling, Telephone
Skills, Typing, Documentation Skills, Verbal Communication, Written
Communication, and Administrative Writing Skills. · Experience with
the following programs: Monday, Dropbox, Microsoft Office, Zoom,
and Canva.
Keywords: Innovate Marketing Group, Pasadena , Office Assistant, Administration, Clerical , Pasadena, California
