Why join Mad?
Joining Mad means being part of a team of creatives who treat every workday as an opportunity to learn and grow. We have a thriving in-person and vibrant virtual culture that encourages collaboration, curiosity, and passion to help our clients stand out. Our culture is positive, flexible, inclusive, and engaging. We treat our space as a playground, where you’re encouraged to test ideas you’ve always wanted to try. Working at MAD means being empowered to bring your unique perspective into every project, production, and client interaction.
MAD Arts, our museum and creative playground, expands that spirit into the world of art, technology, and immersive experiences. The Executive Assistant will also support the MAD Arts leadership team with scheduling, coordination, and operations to ensure both organizations run seamlessly side by side.
What you’ll be doing
We’re looking for an Executive Assistant who can bring organization, structure, and proactivity to the leadership teams of both Mad and MAD Arts. This is a high-visibility, high-impact role supporting the CEO and key leaders across both businesses. You’ll manage schedules, coordinate travel, handle day-to-day office needs, and keep leadership running smoothly.
We need someone sharp, reliable, and fast; someone who anticipates needs before they arise and keeps chaos out of the way.
Key Responsibilities
Executive Support
- Manage calendars for the CEO and leadership (meetings, holds, travel blocks, prep time);
- Coordinate executive travel (flights, hotels, agendas, transportation);
- Prepare meeting agendas, take notes when needed, and follow up on action items;
- Handle confidential and sensitive information with absolute discretion;
- Support with basic research, presentations, or documents when required.
Office Management
- Oversee day-to-day office needs (supplies, maintenance requests, deliveries);
- Support visitor logistics, including onboarding of guests or clients coming to the office;
- Help coordinate internal events, celebrations, and team activities;
- Support Mad Arts events, artist visits, and exhibition logistics as needed.
Admin & Operations
- Manage expense reports, reimbursements, and purchasing;
- Maintain shared documents, contacts, and internal databases;
- Support internal and cross-organization projects and operational tasks when needed.
Skills Needed
- 3–5+ years of experience supporting executives or senior leadership;
- Excellent English communication skills (written and verbal);
- Highly organized, deadline-driven, and detail-oriented;
- Proactive, resourceful, and comfortable navigating ambiguity;
- Ability to juggle multiple priorities and move fast;
- Discreet, trustworthy, and mature to handle sensitive matters;
- Comfortable in a fast-paced, creative environment;
- Strong tech skills (Google Workspace, Asana or similar).
