The Lumistella Company Careers

Join us in Telling the Stories of Santa’s North Pole!

The Lumistella Company is a global intellectual property company dedicated to bringing Santa’s North Pole to life for children around the world through consumer products, original entertainment and brand experiences. We are home to the most iconic and beloved Christmas brands of this generation including The Elf on the Shelf, Elf Pets, and Elf Mates.

We are looking for a Director of Executive Administration to provide support for the daily operations and strategic activities of the business, and in particular, the executive and administrative support services function, which is led by the COO. They act as a liaison between the COO and other staff members, and use their leadership, problem-solving and administrative skills to support and drive program execution and activities on behalf of the COO.

The Director of Executive Administration manages and provides guidance to a team of administrative professionals including Executive Assistants, Personal Assistants and other Administrative Operations personnel. While the business does employ a variety of administrative staff, at times, this role may plug in and provide administrative support, particularly as it relates to issues requiring high levels of discretion or highly confidential topics.

The specific functions of the Director of Executive Administration are wide and varied, and the ideal candidate is willing and able to roll their sleeves up and get it done, whether it’s a task that needs to be completed, a presentation that needs to be prepared, a project plan that needs to be developed, notes that need to be taken and relayed in a meeting, or driving on projects or initiatives that are operating via executive leadership.

This is a unique role that will offer visibility and exposure to the full spectrum of business operations. As the Director of Executive Administration represents the COO in their daily activities, they must bring the utmost of professionalism, polish, emotional intelligence, organization, flexibility/ adaptability, attention to detail and offer a broad and deep administrative skill set, along with a can-do approach. No task must be “beneath them” and they must be willing to stretch and learn as they grow in the role.

This is a critical role that will be the “right hand” to the COO. This role is a stepping-stone to more senior positions, providing practical experience in leadership and strategic program implementation.

• Daily Operations: Provides support to the COO in the management of daily operations and strategic initiatives / programs; Manages calendar booking / activities as needed and assists with prioritizing and scheduling;  Serves as tactical and operational partner, assisting with tracking critical activities and following-up with stakeholders to drive accountability and timely follow-through on deliverables; Funnels, filters and facilitates information on behalf of the COO with both internal and external stakeholders; Tracks progress on high priority initiatives;
• Personnel Management: Leads, coaches and manages administrative support service personnel including Executive Assistants, Personal Assistants, and other Administrative Operations personnel;
• Budget Management: Completes administrative tasks related to budget management on behalf of the COO;
• Administrative Systems: Manages administrative and organizational systems and structures for the COO; Takes a strategic approach to administrative tasks with a goal of improving processes and boosting productivity;
• Leadership and Management Team: Assists in administration of the Leadership and Management Teams – this includes maintaining organizational systems and fulfilling administrative tasks related to these teams (taking minutes, assisting in the coordination of agendas, tracking discussion topics and materials for future reference, scheduling meetings, conducting new team member orientation, following up on outstanding deliverables, etc.); 
• Corporate Goals and Objectives: Works with the COO to maintain company-wide Goals, Objectives, Programs and Projects tracking, and ensures regular and ongoing updates, communication and visibility to the plans as they change throughout the year;
• Project Management and Leadership: Partners with the COO on executive / management level projects; Creates project plans and actively project manages alongside COO leadership to drive these key initiatives to successful completion; Facilitates alignment of functions, people and processes as needed; Identifies roadblocks or challenges to successful completion and elevates for resolution;
• Staff Meetings and Company-wide Training Initiatives: Supports and partners with the COO on needs related to quarterly Staff Meetings and Company-wide Training initiatives; includes sending the meeting invitation, preparing the agenda, coordinating with presenters, compiling the master presentation deck, managing support/logistics staff, and coordinating with facilities for space setup needs;
• Committees: Monitors and tracks progress on key committee activities, as well as activities led by cross-functional work groups; Maintains tickler list and triggers follow up; Organizes committee folders and documents when necessary; Provides committee progress updates to COO when needed;
• Meetings: Attends meetings with or in place of COO when needed to collect intel and to take detailed notes (eyes, ears and boots “on the ground”);
• Research: Conducts research on critical business issues and best practices to aid COO;
• Executive Presentations: Assists in the preparation of executive presentations;
• Back-Up: Provides administrative and back up support when Executive/Personal Assistants are not available or are out.
• Provides support to other Executive Team members on an ad hoc basis;
• Information Security: Protects company assets through the proper management of asset files and adherence to company policy with regard to information security and management.

If you want to be one of us... 

The ideal candidate will bring:

• 15+ years of professional work experience with at least 10+ years as a functional expert or in a role supporting executives and/or driving on strategic projects. Previous personnel management experience required.
• Excellent interpersonal communication skills with demonstrated ability to interact well throughout the organization; Highly poised and professional in all interactions, presentation and delivery; A tactful and engaging communicator who understands the importance of relationships and productive communication; Displays executive presence.
• Demonstrates high emotional intelligence and handles pressure with grace; remains calm and composed at all times.
• The environment is fast-paced and requires high levels of flexibility and adaptation; Must be willing to take initiative and commit to the time and effort required to fulfill all essential functions; Demonstrated strong work ethic and willingness to flex to executive preferences.
• Demonstrates natural tendencies towards identifying operational efficiencies; Ability to streamline operations without sacrificing quality (i.e. quality oriented); Brings order to chaos and easily simplifies complexity.
• Extraordinary organizational and time management skills; Capable of effective planning and priority setting; Ability to manage several complex projects simultaneously while working under pressure to meet deadlines; Ability to manage the process from idea to execution.
• Strategic thinker with strong analytical skills, business and financial acumen. Ability to process and understand detailed reports containing data.
• Exceptional (above-average) attention to detail and accuracy.
• Highly collaborative and comfortable soliciting others for input to drive best outcome; Intuitive nature with the ability to think strategically and implement tactically.
• Strong verbal and writing skills including effective comprehension and communication.
• Active listening skills: willingness and ability to follow directions (hear, process and understand).
• Resourceful and able to quickly problem solve new and/or complex situations; Flexible and adaptable to changing business requirements.
• Utilizes sound judgment and demonstrates maturity, tact and diplomacy; maintains trust / confidences and utilizes the utmost in discretion. Friendly but comes to work to work.
• Advanced knowledge in Microsoft Outlook, Excel, Word, PowerPoint and Visio preferred; Technically savvy and able to learn new software systems quickly.

• Ability to prepare and present professional and comprehensive presentations to individuals at all levels of the organization.

Education requirements: 

• Bachelor’s degree required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. A full and complete copy of the Job Description is available upon request.

Want to Know More?

To learn more about our company, check out our web site at: www.Lumistella.com.

The Lumistella Company is an equal employment opportunity employer.