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Administrative Coordinator for Creative Services
3 months ago
POSITION SUMMARY
The Administrative Coordinator for Creative Services is responsible for enhancing the efficiency of the Director of Creative Services and the Creative Services Division. This role emphasizes effective prioritization of communications, streamlining daily workflows, and employing innovative problem-solving techniques. The ideal candidate will possess strong interpersonal skills to foster communication within the team and is motivated by a desire to learn and grow alongside leadership.
To excel in this position, candidates must thrive in a dynamic, collaborative environment. Exceptional communication skills and a genuine passion for teamwork are essential.
KEY RESPONSIBILITIES
Maintain a comprehensive and precise master calendar for Creative Services, including content scheduling, manage incoming requests, reschedule meetings as necessary, proactively communicate changes, and anticipate scheduling conflicts. Prioritize departmental tasks and projects on a daily basis, monitor all incoming communications, documents, or materials requiring feedback or approval. Screen all communications directed to the Director of Creative Services and the Director of Art, with a focus on managing emails effectively. Draft internal and external communications on behalf of the Creative Services team. Oversee the preparation of briefing documents, including talking points and necessary briefings with input from various teams. Organize both internal and external meetings for the department, including notifying participants, reserving meeting spaces, managing logistics, drafting and distributing agendas, and taking minutes. Collaborate with fellow administrative professionals to effectively coordinate schedules across teams. Manage travel arrangements and reservations for the Director of Creative Services and the Director of Art. Track and reconcile monthly credit card expenditures promptly. Complete and submit expense reports in a timely manner. Provide support for special projects within Creative Services, liaising with cross-functional teams as necessary. Place orders for necessary items such as props, equipment, and catering. Manage all relevant Google Sheets, including shot lists. Perform any additional duties as assigned.POSITION REQUIREMENTS
Bachelor’s degree in Business Administration or a related field. Minimum of five years of experience in providing high-level executive support. Advanced proficiency in Google Workspace. Strong verbal and written communication skills in English. Highly detail-oriented with the ability to manage multiple tasks effectively. Excellent interpersonal skills and telephone etiquette. Capability to work with high-profile individuals and collaborate effectively within the organization. Ability to prioritize and manage several projects simultaneously. Capacity to perform well under pressure and meet tight deadlines. Willingness to work in a fast-paced environment. Flexibility to work extended hours as needed. Consistent application of sound judgment and responsible decision-making. Ability to maintain confidentiality regarding all aspects of work.EMPLOYEE BENEFITS
Structured career development paths. Flat management structure. Comprehensive training programs for managers. Internship opportunities for creative development. Employee wellness initiatives. Flexible Paid Time Off (PTO) policies. Comprehensive medical, dental, and vision coverage. 401k matching with immediate vesting eligibility. Well-stocked kitchens with complimentary snacks and beverages. Weekly catered lunches. Summer work schedule flexibility. Team-building events and activities. Employee discounts on products.