Executive Assistant

Company Description

Heart Machine is a diverse team of passionate game developers working to create uniquely engaging worlds that are greater than the sum of their parts. We’re based in Los Angeles, but we have team members all across the globe.

We believe different perspectives contribute not only to more meaningful games but to a healthier and more sustainable team as well. As the studio grows, we are committed to maintaining a welcoming environment where all voices are valued.

We’re ambitious and work hard, but health is an essential value at Heart Machine. We aren’t a crunch factory: we’re committed to building a culture of healthy work-life balance.

We’re looking for talented individuals who share these values to collaborate with us on amazing, unique games.

Job Description

Join the Heart Machine team! We’re seeking an Executive Assistant to support our Creative Director / Founder in both professional and personal capacities. You’ll manage calendars, coordinate communication, streamline workflows, and handle day-to-day logistics, ensuring that the Creative Director can stay focused on leading and building exceptional games.

This role is perfect for someone who thrives in a fast-paced environment, adapts quickly, enjoys solving problems, and can handle a wide range of tasks with discretion, efficiency, and grace.

Qualifications

Responsibilities

• Manage multiple calendars and schedules, coordinating meetings, appointments, and events (both in-person and remote)
• Prioritize and manage incoming requests with exceptional judgment and discretion
• Act as a gatekeeper and liaison between the executive and internal/external contacts
• Handle clerical and administrative duties for the home office
• Support with balancing work and personal life (e.g., setting appointments, errands, personal scheduling)
• Drive to and from errands, including mail delivery, medication pickup, and other logistical tasks
• Organize and manage household-related responsibilities and schedules
• Monitor, filter, and draft email correspondence as needed
• Assist with studio back office tasks, in coordination with other studio staff
• Maintain organization across digital and physical spaces
• Use Google Suite and Microsoft Office Suite proficiently

Requirements:

• Must be based in Los Angeles and available to work in person full-time
• Valid driver's license and reliable transportation
• Excellent time-management and prioritization skills
• Sound judgment in fast-paced, shifting environments
• Exceptional organizational skills with a keen eye for detail
• Excellent written and verbal communication
• Calm, patient, and adaptable under pressure
• Proven ability to handle sensitive information with discretion
• Comfortable working in a creative environment

Application Instruction:

• Along with your application, please also provide three time windows in PST and EST for a ~20 minute intro call with our recruiter. We will prioritize review of applications that follow this instruction.

Additional Information

Salary

In the United States, the standard base pay range for this role we have estimated $60 - $75k, commensurate with experience. This base pay range is for the U.S. and is not applicable to locations outside of the U.S. Actual amounts will vary depending on experience, performance and location. In addition to base pay, employees in this role may be eligible for incentive compensation. Incentive compensation is not guaranteed.

Benefits

• Medical, dental, and vision coverage
• 401k
• Flex PTO policy and 10 Federal holidays annually
• Paid parental leave