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.