Administrative Assistant/Coordinator

This is a Full Time Job

Position Overview:

We are seeking a highly organized and proactive Administrative Assistant/Coordinator to support our studio's day-to-day operations and assist in the coordination of exciting events and creative projects. The ideal candidate will be a detail-oriented problem-solver with excellent communication skills, capable of multitasking and managing logistics in a fast-moving environment. This role involves administrative duties as well as project coordination, ensuring the smooth execution of both internal operations and external client engagements.

Key Responsibilities:

• Provide administrative support to the creative team, including managing schedules, coordinating meetings, and handling correspondence.
• Assist with event planning and coordination, including vendor communication, bookings, and logistics.
• Manage office operations, including inventory, supplies, and equipment.
• Prepare presentations, reports, and project documentation as needed.
• Track and manage project timelines, ensuring that deadlines are met and resources are properly allocated.
• Coordinate with clients, suppliers, and creative partners to ensure smooth communication and project flow.
• Support financial processes by preparing invoices, processing expenses, and maintaining budgets.
• Handle incoming and outgoing communications, including phone calls, emails, and mail.
• Perform research and source materials, venues, or vendors for events and creative projects.
• Maintain and update project management tools and databases.

Qualifications:

• Proven experience as an administrative assistant or project coordinator, preferably in a creative studio, event company, or similar environment.
• Scenic shop experience or equivalent art experience to help coordinate and run our scenic shop.
• Proficiency in Google Suite (Sheets, Docs, Drive, etc) is essential and a must-have for managing day-to-day tasks and collaboration.
• Excellent computer skills are required, with proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint), and project management tools (Trello, Asana, or similar).
• Proficiency in Adobe Suite (Photoshop, InDesign, Acrobat)and CRM Systems (Pipedrive) is also preferred.
• Strong communication skills (both written and verbal).
• Ability to work independently and manage time effectively in a fast-paced, deadline-driven environment.
• Creative problem-solving skills, a proactive attitude, and great attention to detail.
• Knowledge or interest in event production, design, and creative industries is a plus.
• Experience coordinating with business vendors.
• Flexibility to travel is a plus.
• Familiar with set design is a huge plus.

Key Traits:

• Adaptable and able to handle changing priorities.
• A team player with a positive attitude and a passion for supporting creative work.
• Resourceful, self-motivated, and solution-oriented.

Work Environment:

This position operates in a collaborative, vibrant creative atmosphere where no two days are the same. Flexibility is key, as the role may involve occasional evening or weekend work, depending on the event schedule. Room for upward mobility within the company.

Why Join Us?

You'll be part of a passionate, creative team, contributing to some of the most exciting projects in the industry. We offer opportunities for growth, professional development, and the chance to make a tangible impact on both our clients' visions and the company's success.