EXECUTIVE ASSISTANT

Regular Full Time

Remote Work From Home (within PT timezone)

Who We Are

AdHoc Studio is a diverse team of video game developers driven by a pursuit of excellence in storytelling. Our DNA is made up of former employees of Telltale Games, Night School Studio and Ubisoft having written and directed such games as Tales From the Borderlands, The Wolf Among Us, The Walking Dead, and Minecraft: Story Mode. We draw inspiration from all forms of media and pride ourselves on our distinctive approach to interactive narrative in games. Our goal is to create resonant experiences that put the player in charge of the story, giving them agency where most games take it away. Our first original title Dispatch was released in 2025.

About the Role

We are looking for an Executive Assistant to help support our executive leadership team. The Executive Assistant will assist with diary & time management, organizing internal & external events, as well as supporting wider studio operations. The ideal candidate has meticulous attention detail, with a track record of performing in a similar role.

Responsibilities:

Diary & time management: Proactively manage complex schedules, including meetings, events, and travel to optimise studio leadership’s time, determining priorities when appropriate.

Communication Liaison: Act as the primary point of contact between studio leadership and internal/external stakeholders, ensuring seamless, clear, & succinct communication via email, phone or internal channels (e.g. Slack) as needed.

Confidential Correspondence: Handle highly sensitive and confidential information with utmost discretion, ensuring confidentiality and professionalism at all times.

Event Planning: Plan and execute high-profile internal and external events, such as business trips, conferences, and studio off-sites with meticulous attention to detail.

• Work with finance to acquire budget & create detailed estimates for approval.

• Be the main point of contact for vendors, hosts, employees/travelers including being on-call during the event/trip.

• Coordinate travel and logistics for business trips (ie: flights, hotels, ubers/shuttles, parking, events, etc.).

• Determine, complete and/or advise on special travel requirements (tourist taxes, visas, vaccinations, required documentation, etc.).

• Prep and distribute itineraries for travelers.

• Research area to suggest and/or reserve restaurants, activities, etc.

• Track all purchases, confirmation codes, etc. in a spreadsheet for visibility and reference.

• Support employees in expensing purchases, as needed.

Meeting Preparation & Follow-Up: Prepare meeting agendas, reports, and presentations. Attend meetings as required, take detailed minutes, and follow up on action items.

Studio operations: Support studio operations with activities such as EOY housekeeping, distributing company swag, and studio calendar management covering observed holidays (noting any specific to regional employees), industry events and company milestones (e.g. work anniversaries & birthdays).

Problem-Solving & Initiative: Anticipate the needs of studio leadership and proactively address issues before they arise, offering solutions and strategies for improved efficiency.

About You:

Firstly, you have at least some experience in an Executive Assistant, or equivalent role. The transferrable skills & examples of those are clear across both your resume & cover letter.

You are proactive, personable, and a clear and effective communicator with a meticulous attention to detail. You have a demonstrated ability to handle sensitive information with integrity and confidentiality and are known for your discretion. You’re a huge video game fan, with a broader interest in great storytelling.

You like to leave no stone unturned when it comes to planning, with multiple contingencies (that may never see the light of day) to ensure events & projects run smoothly - you may even be known as “the organiser” outside of work. You can anticipate the needs of the people you support and enjoy managing multiple priorities at once.

Preferred:

• Previous experience in a similar position supporting multiple stakeholders rather than one individual

• Events management experience

• A strong interest in interactive narrative games

Salary Range: $45,000-74,000

When an offer is made, many factors are considered, such as your unique experience and skills, where you live, and what similar jobs pay.

What We Offer:

• Competitive Salary

• 401K

• Medical Insurance

• Dental and Vision Insurance

• Flexible Working Schedule

• Flexible Paid Time Off

• Paid Holidays

• Paid Sick Leave

• Family Leave

• Disability Leave

We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity or expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or other class protected by applicable law.