Job Description
Creative management and production company is seeking a highly detail-oriented and proactive Coordinator to support the Co-Head of the Talent Department. This 3-month freelance contract, with the potential to transition into a full-time role based on performance and alignment with the team, offers an exciting opportunity to work in a dynamic, fast-paced entertainment industry environment with opportunities for growth and learning. The Administrative Assistant will be responsible for comprehensive administrative support, ensuring smooth operations and effective communication within the talent department and across the organization. 3-month freelance contract, with the potential to transition into a full-time role based on performance and alignment with the team.
Work Schedule:
- Monday–Thursday:8:30 AM –5:30 PM (in-office)
- Friday: Work from home
- Light weekend work may be required on a case-by-case basis to address client needs.
Responsibilities:
- Provide direct administrative support to the Co-Head of Talent, including rolling calls, maintaining detailed phone sheets, and heavy calendar management.
- Handle travel arrangements, schedule meetings, and coordinate logistics for both the department head and clients.
- Process expense reports and maintain accurate records of departmental expenses.
- Serve as the first point of contact for clients, agents, and executives, managing correspondence professionally and efficiently.
- Track appointments, submissions, and manage booking reports to ensure timely client payments aligned with production schedules.
- Offer script coverage on an as-needed basis by proactively reading and engaging with materials.
- Organize and streamline departmental systems and processes; assist with special projects, research assignments, and information compilation as required.
- Maintain email communications during evenings and weekends as needed to support urgent client or executive requests.
Qualifications:
- Minimum 2 years of experience as a Coordinator, Jr. Assistant, or Executive Assistant within a talent agency or management company.
- Excellent interpersonal skills with the ability to communicate confidently at all organizational levels.
- Demonstrated ability to work well under pressure, meet tight deadlines, manage multiple priorities, and maintain focus amidst competing demands.
- Strong attention to detail, outstanding organizational skills, and effective problem-solving abilities.
- Commitment to confidentiality and professional boundaries; political acumen and diplomacy are essential.
- Adept at quickly mastering new processes; technically savvy with a willingness to learn new technologies.
This is a position offering valuable exposure to the entertainment industry’s talent management sector. If you are agile, resourceful, and eager to contribute in a collaborative setting while growing your career, we encourage you to apply!