ADMINISTRATIVE ASSISTANT (Contingency/Contract Position)

*This position is full-time in office*

seeking outstanding talent to join our passionate and creative family in crafting our next high-profile AAA console title.

We are seeking an Administrative Assistant based on location in our studio, who will​ ​report directly to the Operations Director. The ideal candidate will possess a combination of project management, communication skills, and a passion for organizational excellence.  Help us create our next AAA title that will stand apart from the rest!

We are a newly established AAA studio based in, driven by a team of seasoned industry leaders and experienced game developers. Our mission is to create the next groundbreaking AAA original IP while reimagining the development process with a lean and highly efficient approach. We’re seeking talented individuals who share our vision and are eager to join us on this journey.

Responsibilities:

As Administrative Assistant in our studio you will support multiple areas of operations, including HR, Admin, IT, Finance and others. This is a broad role with the opportunity to make a significant contribution to our operations.

Key Responsibilities:

• Travel coordination:
• Arrange travel for management and team and assure their needs are met
• Proactively manage travel schedules to optimize cost
• Equipment management:
• Order hardware and other equipment as needed
• Proactively manage the reserve stock and deploy items to the team
• Finance administration:
• Work with the Operations Director on keeping our financial forecast and tracking up to date
• Input data and generate reports
• Prepare expense reports for the studio management and team members
• People Operations:
• Maintaining and coordinating onboarding process at the studio (make sure new hires have everything they need according to the process (HW, SW, desk, etc.))
• Direct new team members to appropriate SIE resources including benefit selection, direct deposit, I-9, etc.
• Coordinating onboarding process with all internal stakeholders
• Maintain team calendar (absences, TO, SL)
• After hours / weekend food ordering
• Maintaining birthday calendar and organizing recognitions
• Support organizing monthly team gatherings
• Support organizing quarterly get togethers
• Support organizing review process
• Visitor hosting:
• Manage pre-registration and invites with Security and Facilities
• Meeting room reservation
• Manage food orders if necessary
• IT Support and coordination:
• Maintain and manage hardware issue list
• 1st line of defense for team regarding IT issues, like ordering new equipment, or replacing broken equipment from stock
• Manage and maintain studio space in coordination with Facilities:
• Organize and maintain space, manage additions of necessary equipment (furniture, lights, heating, cooling)
• Manage studio storage space

Qualifications:

• Associate’s or Bachelor’s Degree in Business Administration, Management, Communications, or a related field
• 1-2 years of experience in administrative roles or office coordination, preferably in a creative, tech, or entertainment-related industry (previous experience in a games studio is preferred)
• Proficiency in MS Office Suite (Excel, Word, PowerPoint), and familiarity with project management tools like Trello and Jira
• Basic understanding of office equipment and the ability to troubleshoot minor issues (printer, scanner, etc.)
• Experience maintaining highly accurate and organized records, both physical and digital
• Familiarity with video game development terminology, project management pipelines, and workflows (e.g., agile or scrum methodologies) is a plus

Skills:

• Strong verbal and written communication skills for liaising between studio members, departments and external partners
• Ability to prioritize tasks and handle multiple responsibilities, ensuring deadlines are met under challenging circumstances
• Ability to multi-task and juggle multiple tasks at once in a creative environment that can change rapidly
• Attention to detail and pro-active approach in identifying issues and resolving them effectively and efficiently
• Team oriented and high collaborative in a fast-paced, dynamic work environment
• Self-starter and able to work with minimal supervision
• Discretion and confidentiality when dealing with sensitive information
• A passion for games and understanding of the games culture is a plus when relating to the studio environment