Executive Assistant Job at Moonbug Entertainment in New York

This is a hybrid role that reports to our New York, NY office 3-4 times per week (subject to change). The Role: Moonbug Entertainment is seeking a highly organized and proactive Executive Assistant to support our Chief Creative Officer (CCO) and VP of Brand Partnerships, while ensuring smooth day-to-day operations across the creative and brand partnerships departments, as well as overseeing the NY office operations. This hybrid role blends executive support, office management, and cross-departmental coordination, offering the ideal candidate a front-row seat to the company's creative strategy, partnerships, and global business operations. The ideal candidate is a detail-oriented self-starter who thrives in a dynamic environment, anticipates needs before they arise, and excels at juggling multiple priorities with discretion and professionalism. Key Responsibilities: Executive Support Provide direct administrative support to the CCO and VP of Brand Partnerships, including complex calendar management, extensive travel coordination, expense tracking, and meeting preparation. Serve as a liaison between executives and internal/external stakeholders, ensuring clear communication and follow-through on key initiatives. This role requires a very hands-on approach, ensuring the executive stays on schedule and transitions smoothly between meetings. Help prepare presentations, reports, and other materials for leadership meetings and partner engagements. Anticipate executive needs and proactively manage priorities to maximize efficiency and productivity. Works collaboratively with Executive Assistants across the organization to ensure seamless scheduling and calendar alignment. Other duties as assigned. Office & Operations Management Oversee daily office operations, including vendor management, supply coordination, and space organization. Manage logistics for internal meetings, team gatherings, and company-wide events such as All Hands, offsites, and creative workshops. Support special projects across departments, including office moves, process improvements, and cross-functional initiatives. Support company event planning by overseeing budgets and timelines, as well as managing vendors and handling all guest communications. Maintain a positive and well‑organized office environment that reflects Moonbug's creative and collaborative culture, fostering a positive staff morale and inclusive culture that strengthens relationships across teams and offices. Other duties as assigned. Requirements 3 years of experience in executive support, office management, or project coordination within a creative or fast‑paced corporate environment. Exceptional organizational and multitasking skills with strong attention to detail. Excellent written and verbal communication skills; able to represent senior leaders with professionalism and discretion. Proficiency in Google Workspace, Microsoft Office, and project management tools (e.g., Asana, Trello, Slack, Monday). Experience using Travel Perks to coordinate travel is preferred but not required. Experience coordinating events, meetings, and travel logistics. Positive, proactive attitude with the ability to anticipate needs and take initiative. Passion for creativity, collaboration, and contributing to a high‑performing team. Reference: ECNJOBID-3-67-103-209 in the application. #J-18808-Ljbffr