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, off-sites, 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.
This is a hybrid role that reports to our New York, NY office 3-4 times per week (subject to change).
How to Apply:
Apply online.
