Part Time - Administrative Coordinator

CYLNDR Studios•Durham, NC

8h•Hybrid

About The Position

CYLNDR Studios is a creative content and production company seeking a highly organized, proactive Administrative Coordinator to support their leadership team. This role will directly support six key leaders: Managing Director, two Executive Creative Directors, Executive Director of Growth, Executive Director of Production, and Head of People. This is an early-to-mid-career position suitable for an experienced administrative professional in creative agency operations or an ambitious individual seeking a strategic entry into commercial production, offering a clear path for growth within the company. The role provides a unique opportunity to gain insight into agency operations from the leadership level.

Requirements

2-4 years of experience in an administrative, coordination, or project-based role, ideally within a creative agency, production house, or fast-paced environment.
High comfort level learning and mastering digital platforms.
Deep comfort with the Google Workspace suite (Docs, Sheets, Slides, Forms) is required.
High attention to detail, catching scheduling conflicts, time zone mishaps, or missing expense receipts.
Proactive problem-solving skills, arriving with alternative solutions.
Strong time management and prioritization skills to manage workload under pressure.
Self-motivated and accountable, thriving with autonomy.
High discretion and emotional intelligence, maintaining a calm, mature, and confidential approach.
Must be online and available during the core crossover window of 1:00 PM - 5:00 PM EST (10:00 AM - 2:00 PM PST) on workdays.
Required in-office presence every Tuesday, Wednesday, and Thursday.

Nice To Haves

Prior experience with NetSuite and Navan (or similar corporate enterprise expense and travel tools) is a major plus.
A 'Real Talk' Communication Style: high emotional intelligence and clear, transparent communication.
The Mindset of a 'Culture Connector': caring about the human element and making people feel connected and included.
Logistical Curiosity & Improvisation: enjoying the puzzle of scheduling and travel, and calmly pivoting when plans shift.
Resourcefulness & Vendor Savvy: knowing how to find budget-friendly vendors and execute high-quality events without overspending.

Responsibilities

Manage calendars and schedules for the Managing Director and other executives across multiple time zones, coordinating individual client meetings, internal syncs, and large-scale all-company meetings.
Provide travel support by resolving booking issues, managing last-minute itinerary adjustments, and ensuring travel logistics align with executive calendars.
Process expense reports and ensure accurate, timely executive time entry for project billing.
Coordinate on-site logistics for company initiatives, including ordering and setting up meals for training sessions, workshops, or client days.
Provide comprehensive logistics support for leadership team offsite meetings, including scouting and booking locations, managing catering, and handling dinner reservations.
Coordinate monthly All-Hang virtual meetings by ensuring conference rooms are booked and technology links are live.
Support the logistics for the annual company offsite, including managing group travel, venue booking, catering coordination, and sourcing company swag.