Office Associate

Job Title: Operations Associate
Location: LA
Company: Synapse Virtual Production
Range: $70,000 +

ABOUT SYNAPSE
Synapse Virtual Production is a pioneer in virtual production (VP) content creation, facility development, education, consulting, and stage rental. By leveraging AI, game engine software, cutting-edge hardware, and novel workflows, Synapse is reinventing how premium content and experiences are made. Its award-winning team of veteran filmmakers, technologists, and immersive experts enable studios, networks, agencies, and production companies to create groundbreaking content with unparalleled efficiency. Synapse offers VP volume stage rental at its downtown Los Angeles headquarters and through the expanding global network of Synapse Certified™ stages. Additionally, Synapse collaborates with universities and studios on VP facility design, R&D, and education initiatives to ensure a sustainable talent pipeline for the industry and jobs for the VP workforce of tomorrow. More information at synapsevp.com, on LinkedIn, and on Instagram. 

POSITION OVERVIEW
The Operations Associate is a central part of Synapse's day-to-day operations, helping create an organized, efficient, and high-performing environment for our team and clients. This role partners across every function of the business to support office and studio operations, executive administration, and the organization of our digital workspace—including Google Drive, project files, documentation, and other company assets.

The ideal candidate is highly organized, resourceful, and proactive, with a natural ability to bring structure to fast-moving environments. They enjoy improving processes, anticipating team needs, and finding smarter ways to work. Just as importantly, they are excited about emerging AI technologies and actively leverage AI-powered tools to streamline workflows, automate repetitive tasks, improve documentation, and increase operational efficiency.

Success in this role comes from balancing exceptional attention to detail with a continuous improvement mindset. Whether coordinating office operations, supporting leadership, maintaining organized digital systems, or identifying opportunities to enhance how we work, this person plays an important role in helping Synapse operate at its highest level.

KEY RESPONSIBILITIES

Oversee Daily Office Operations: Manage the day-to-day activities of the office, including staff support, client service, and office maintenance. Assist with open and close of studio during production. 

Staff Support and Coordination: Assist employees with administrative needs, including supplies, tech support coordination, onboarding, and workspace organization to support a productive environment for all staff members. Provide administrative support for executives as needed. 

Calendar Management & File Organization: Maintain and coordinate master/company calendars, including meetings, holidays, and office-wide events. Manage bookings for conference rooms and ensure they are prepared for meetings. Assist with the organization Notion, Wiki, Frame.io,  Google Drive and folder structure to ensure efficient access and retrieval of documents.

Office Environment/Vendor and Supply Management: Ensure the office remains clean and a pleasant place to work. Manage relationships with office vendors (cleaning services, office supplies, catering, etc.), ensure timely procurement of necessary supplies, and handle vendor contracts and negotiations. Identify opportunities to improve office processes and workflows to increase efficiency. Implement new office policies and procedures when necessary.

Studio Demos: Schedule all new guest demos, maintain the demo calendar, coordinate meeting supplies, collaborate with Stage Manager to ensure proper demo staffing.   

LACS Tenant Services: Submit maintenance requests, manage staff badges, disseminate campus memos, serve as floor warden for emergency preparedness meetings. 

Client and Visitor Management: Serve as the primary point of contact for clients and visitors, ensuring a welcoming environment. Coordinate meetings, appointments, and ensure hospitality is provided.

Event Planning Support: Coordinate internal and external company events, team-building activities, ensuring all logistics (catering, setup, space preparation) are properly managed.
Budget Management and Reporting: Partner with accounting to manage the office budget, track office expenditures, and provide reports on spending and budget forecasting. Help ensure cost-effective practices in office management.
Facility Agreements, SOWs & Budget Actualization: Assist with budget management, invoicing, vendor purchase orders, and entry into Get Actual. 

Oversee Intern Program: Manage a future summer internship program, serving as the primary point of contact/supervisor for interns, managing onboarding, scheduling events, and facilitating feedback processes in collaboration with HR and department leads. 

SKILLS + QUALIFICATIONS

The ideal candidate will have the following:

• 3 years of executive/operations assistant experience.
• Demonstrated experience in real estate/facility management within a production environment is preferred.
• Effective communication and interpersonal skills; able to establish trust and rapport with all levels of staff and diverse stakeholders.
• Demonstrated curiosity and proficiency with AI-powered productivity tools (e.g., ChatGPT, Claude, Notion AI, meeting assistants, automation platforms, etc.) to improve workflows and operational efficiency.
• Process focused but comfortable with ambiguity and able to work with minimal oversight–extremely detail oriented.
• Passion for or interest in the production industry, PA experience is a plus. 
• Highly detail-oriented, organized, discreet and sensitive to private information.
• Excellent writing and verbal communication skills.
• Ability to juggle multiple projects at once and work across geographically-dispersed teams.
• Quick to learn new procedures and eagerness to add new tasks and skills.
• Able to work out of our Downtown LA office 5 days per week.