Executive Assistant (Project-Based Role)

Project-Based Role:

This is a project-based position with an anticipated duration of 12+ months.

Location:

On-site or Remote, providing the candidate resides in one of the following markets: Santa Fe, NM; Denver, CO; Las Vegas, NV; Houston, TX; Dallas, TX; New York, NY; or Los Angeles, CA

Compensation:

The salary range for this position is $65,600 - $88,560. Compensation is based on location and experience.

Deadline:

The deadline for submitting applications for this position is August 6, 2025. Meow Wolf reserves the right to extend this deadline if needed.

Job Summary:

Are you an experienced Executive Assistant who is looking to apply your skills in a new set of worlds?

Meow Wolf is looking for a unique and dynamic individual who will support Executive Leadership in all things administrative. This role will split their time to provide administrative support, operational support, logistical and travel coordination, expense reporting, research, and note taking.

This individual will play a key role in ensuring the efficient operation of Executive Leaders by managing and prioritizing competing demands for their time and attention. The role will support executives in every context of administration, including the management of information within and between the Senior Leadership Team and the coordination of meetings and communications teams directly under each department. This includes keeping up-to-date on the team’s current activities, responding to general external and internal requests for information, liaising with staff from the exhibition offices, and connecting with other third party contacts.

The ideal candidate has a keen ability for detail, organization, communications, and can live within the colorful and chaotic world of immersive experiences. If you are a high energy collaborator and resourceful individual who can balance communications and a lot of crazy-fun details for involved executives, this is your role.

Key Responsibilities:

• Establishes and operates efficient offices by providing administrative support to Executive Leadership.
• Manages the day-to-day operational and administrative activities of the executives by setting and monitoring their schedules, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following-up to ensure timely responses.
• Prepares arrangements for in-person meetings and arranging zooms often over different time zones. Welcomes key visitors in-person, if on-site.
• Responds to email as requested (through manually forwarded messages, not through direct access to the mailbox).
• Obtains, compiles and extracts information from files, publications, internet, and other databases and other sources to prepare documents and briefing papers. Assist with organization and compiling of presentation materials.
• Organizes meetings, including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts notes and follow up items, and circulates to participants.
• Prepares all aspects of executive’s travel, from travel approval to trip programming, flight and accommodations booking, and preparing expense reports.
• Assists in the preparation of expense reports of other employees in the departments.
• Maintains professionalism and strict confidentiality with all materials, and exercises discretion when interfacing with other departments and divisions.

Required Qualifications

• At least 5+ years in an administrative assistant role with 2+ experience assisting executive level leaders
• Ability to communicate effectively in written and verbal, including obscure and hard-to-explain concepts
• Google Suite abilities mandatory (Docs, Sheets, Gmail, GCalendar)
• Adaptable, flexible, with a strong teamwork mentality. Ability to shift and understand changing priorities.
• Ability to multitask while still keeping things organized.
• Strong project management skills to create and manage multiple details at once
• Proactive and ability to self-direct with little to no supervision.
• Strong eye for detail, including copy editing. Let us know you are detail oriented by sharing what your favorite breakfast item is in your cover letter.
• Experience working with cross-functional teams across multiple locations
• Experience managing relationships and communication materials with executives, internal teams and third parties
• Understanding of and passion for Meow Wolf
• Presentation Creation abilities (Google Slides / Power Point)
• Project Management and Tool experience
• Bachelor's Degree (preferred)

Work Environment and Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required.

Work Environment:

This job operates in a professional office/remote office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanners.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Physical ability to walk, stand, take stairs/slides/elevators, and navigate the elements during the day and night. Employee may be required to remain in a sitting or standing position for prolonged periods, and repeat motions that may include the wrists, hands, and/or fingers. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must be able to lift up to 10 pounds at times.

The employee will comply with company and OSHA standard workplace safety protocols. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Schedule:

This is a full-time position, and hours of work and days are Monday through Friday, 9a.m. to 5 p.m. or 10 a.m. to 6 p.m. Occasional evening and weekend work may be required as job duties demand.

Supervisor Responsibilities:

This position does not require supervisory responsibility.

Travel

This position does not require travel

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

IMPACT:

Meow Wolf is committed to our DIY roots and grassroots community support principles. To document that commitment, we converted our legal designation into a Delaware Public Benefit Corporation and have certified as a B Corporation. As a B Corp, we have a triple bottom line of supporting financial, social and environmental wellbeing in our community.

INCLUSION:

Meow Wolf is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to ensuring all employees enjoy and thrive in a work environment where differences make us the vibrant, wonderful community we are! All employment decisions at Meow Wolf are based on business need, job requirements, and individual qualifications, without regard to race, color, ancestry, national origin, gender, pregnancy, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, veteran status, service in the military or any other characteristic protected by federal, state or local law.

BENEFITS:

The choices we make concerning our benefits during enrollment periods are among the most important we select for ourselves and our families. As part of the total compensation package for full-time employees, Meow Wolf offers a comprehensive benefits package that includes various options to meet individual healthcare and financial needs along with many perks.

• Medical Insurance options: PPO & HDHP*
• Dental and Vision Insurance*
• HSA, HRA, and FSA options*
• 401k Retirement Plan
• Company paid Life Insurance Policy and Disability Coverage(s)*
• Voluntary Critical Illness and Life Insurance Policies*
• Company Paid Employee Assistance Program
• Paid Parental Leave for 12 weeks
• Discount off Meow Wolf Gift Shop Merch and Cafes
• Admission to Meow Wolf attractions for employees and guests

*Regular or Project Based Full-time positions