Coordinator, Special Projects Jobs

POSITION

Coordinator, Special Projects

REPORTS TO

SVP of Special Projects

POSITION

Account Coordinator, Special Projects

REPORTS TO

SVP of Special Projects

THE COMPANY

Full Picture is an award-winning, bi-coastal agency with a team of highly creative individuals who live and work at the crossroads of fashion, beauty, entertainment, and technology. As an agency, we forecast trends, identify key moments, and capture the public’s interest to bring our clients’ ideas to life.

POSITION OVERVIEW

This role provides comprehensive administrative and project support to a senior executive who thinks and operates with both speed and efficiency. The nature of Special Projects is such that they can vary greatly from week to week, and this SVP is also involved with CEO research and preparation as it relates to new relationships and conferences.. As a result, this position will have broad and valuable exposure to many aspects of the company's business, projects and initiatives, as well as the opportunity to learn from someone who started as an Executive Assistant to the CEO and worked her way up to become a senior executive with key internal and client responsibilities.

This position will be able to respond expeditiously and thoughtfully to a diverse range of assignments, see tasks and projects through from beginning to end, and operate with sensitivity to timing/deadlines without getting flustered or letting small details fall through the cracks. The position requires an individual who knows how to take initiative and also when to ask for guidance or clarification to avoid error, who is a clear and confident communicator, a natural problem solver, someone who enjoys doing research, and who takes tremendous ownership and pride in their work.

This position is based in our New York City office.

KEY RESPONSIBILITIES / Administrative

• Supporting SVP in staying on time, on track and prepared throughout the day
• Generating ideas, solutions and approaches - both creative and practical – to tasks and projects
• Careful management of SVP's calendar including setting, adjusting, confirming, and providing all relevant details for all internal and external meetings and appointments
• Comprehensive administrative support
• Handling of SVP's incoming calls including careful recording of messages with relevant details
• Maintenance of SVP’s to-do list and projects including careful inbox and calendar review

KEY RESPONSIBILITIES / Special Projects

• Note taking, call and meeting agenda preparation, call and meeting recap writing and distributing
• Working on company’s charitable causes as well as the CEO’s philanthropic efforts
• Research and preparation for conferences
• Gathering, preparing, updating, and maintaining comprehensive information on new contacts/company relationships
• Share all relevant material with other direct reports who are involved with a particular contact, company or meeting/event
• Thoughtfully maintaining punch lists for all ongoing projects while keeping SVP updated on progress
• Sending monthly/weekly updates in areas of interest to company
• Preparing and managing mailings
• Use of templates for the various types of background/briefing documents that are necessary in order to provide consistency of material
• Participate in internal brainstorming sessions with an eye to both learn and contribute
• Keeping a watchful eye on relevant trade and consumer media to help SVP stay current
• Assisting in development, management and execution of events for the CEO. ie. Guest list, venue, logistics and follow up

KEY INTERNAL RELATIONSHIPS

• CEO's two-person Executive Assistant team
• Other company coordinators

REQUIRED SKILLS & ATTRIBUTES

• Happy and energized by a fast-paced environment
• Mature, professional demeanor
• Strong writer with care given to language & tone as well as proofing & editing
• Thorough, detailed note taker with an ability to capture and summarize information
• Ability to interact in a professional and appropriate fashion with colleagues at various levels, clients and other outside contacts
• Exceptional attention to detail; consistently checks and double checks work
• Ability to move tasks forward quickly in a careful and results-driven manner
• Flexible and able to stay focused as priorities shift
• Ability to stay calm and productive under pressure or multiple deadlines
• Ability to manage sensitive and confidential information with discretion
• Comfortable interacting with executives
• Must be a culture scout interested in staying current with relevant media and pop culture
• Excellent time management skills; ability to manage multiple tasks and projects simultaneously as well as use downtime to get ahead of things
• Highly organized and efficient
• Proficient in all Microsoft Office and Google Suite applications
• Solid project management mindset with an ability to keep things on track and see things through to completion
• Thorough and resourceful researcher and fact/information finder
• Strong verbal communicator able to present information clearly and concisely
• Go-getter with a natural ability to connect dots and think a few steps ahead
• Motivated self-starter who is proactive, enjoys taking initiative and getting ahead of things
• Sense of interest and engagement with the worlds in which Full Picture operates
• Ability to take direction and feedback well and ask for clarification if needed before starting a task

The Spirit of Full Picture

We take great pride in everything we do to nurture the well-being of our employees - from a comprehensive benefits program and flexible work arrangements to a strong focus on company culture with ongoing skill-building and wellness opportunities.

We are an equal opportunity employer, and we welcome all smart, creative, future-focused brains.

Company Benefits & Programs

Full time team members are eligible for the following:

• Full Picture University (FPU) and CEO master classes to fuel professional growth and development
• PTO plan that varies by level and tenure
• 401(K) plan
• Mentorship from seasoned industry experts
• Remote-friendly, hybrid work model with offices in New York and LA
• Comprehensive medical benefits including health, dental and vision coverage
• Quarterly Company outings and team activities designed to promote knowledge and connectivity
• Designated days off for mental health and wellness

HOW TO APPLY

Please send a resume and short statement telling us why you would be the perfect candidate for this position to [email protected] with the subject “Asst. to SVP of Special Projects.”

No phone calls please.