Executive Studio Coordinator Jobs in New York

All general executive tasks including calendar, zoom, and telephone management, expense reporting, responding to basic requests

Partner with other Brand EAs on overall calendar tracking and management of meetings; ensuring meetings take place as scheduled.

Digital and physical file management. Manage Conference Room Calendars/Bookings

Manage lunch and coffee requests when schedule requires.

Manage adherence to design calendar and balance priorities across all categories and departments.

Manage digital photos and creating Power Points.

Ability to interface and collaborate in a complex matrix management environment.

Coordinate, manage and drive special projects and initiatives with other departments, teams and/or organizations at the direction of the Executive.

Prepare, manage, and update spreadsheets, reports, binders, meeting minutes and other reference materials to help prepare for meetings and projects.

Identify conflicts, flags problems for possible interventions and reconcile/correct course as appropriate. Ascertain which events require Manager’s presence.

Maintain and manage Outlook contacts for Executive, MP, Partner, or Manager.

Develop and maintain a broad and deep knowledge of law firm practices, processes, and protocol. Have strong knowledge of various players.

·Bachelor’s Degree with minimum two years of administrative experience, preferably in a nonprofit organization

·Organized; ability to manage multiple priorities and competing deadlines while maintaining attention to detail

·Excellent written and verbal communication skills

·Ensure that the President has all necessary information and documents to support successful appointments and upcoming deadlines

·Other duties as they arise

·Mature, professional and poised; able to build and maintain strong, collegial relationships

Assist with accounting management, including check and invoice requests, and expense tracking

Co-manage department intern, from initial hiring to prioritization of day-to-day responsibilities

Manage development and tracking of workback schedule between internal teams and studio partners

Research on international Location-Based Experience landscape, markets, and industry players

Bachelor's Degree or applicable experience preferred

Previous experience working in events a plus

• Manage Leadership Teams’ calendars including coordinating and scheduling meetings

Provide assistant services to support our client's Content Studio Team as per the below:

• Book travel and assist with expense reports

• Order product and office supplies

• Help coordinate, plan, and set up on-site and virtual meetings

• Assist with pre-production and production needs

All general executive tasks including calendar, zoom, and telephone management, expense reporting, responding to basic requests

Partner with other Brand EAs on overall calendar tracking and management of meetings; ensuring meetings take place as scheduled.

Digital and physical file management. Manage Conference Room Calendars/Bookings

Manage lunch and coffee requests when schedule requires.

Manage adherence to design calendar and balance priorities across all categories and departments.

Manage digital photos and creating Power Points.

Supporting other leadership priorities as needed (i.e. fundraising, diversity, equity, and inclusion, strategy sessions, Board management, event production, etc).

You’re proactive and organized, and are able to prioritize, manage, and resolve multiple and sometimes competing tasks and projects.

You enjoy collaborating with teammates of diverse talents, skills, departments, and levels.

Experience working with Slack, Google Suite, Expensify, Airtable, and Navan is ideal.

Experience coordinating busy executive calendars including booking and managing travel, large meetings, offsites, and team celebrations is ideal.

Compiling and sharing weekly briefs and updates to communicate engagements and priorities for each leader.

Strong organizational and time management skills, with the ability to multitask and prioritize effectively

2+ years of experience in a similar role, preferably in an interior design or architecture firm

Excellent communication and interpersonal skills, with the ability to interact with clients, vendors, and contractors in a professional and courteous manner

Coordinate studio schedules, including vendor presentations, preparing the office for client meetings, and arranging team events.

Provide personal assistance to the principal designer, including managing their calendar, scheduling appointments, handling correspondence, arranging travel and running errands.

Assist with special projects and events, as needed.

Stock supplies and liaise with building management when necessary

Strong attention to detail and ability to manage complex schedules

Experience acting as a point of contact across departments and assisting with ad-hoc tasks.

Excellent written and verbal communication skills

Prior experience in administration is beneficial, but not required

Be an informational resource and friendly point of contact within the studio