Creative Studio Coordinator, Prophecy

Prosek Partners • New York, NY

3d • $50,000 - $70,000 • Hybrid

About The Position

Prophecy, Prosek's award-winning creative, branding, and marketing business, is seeking a highly organized and proactive Creative Studio Coordinator to support studio operations, executive administration, and team coordination across the business. This role sits at the intersection of executive support, operations, project coordination, and employee experience. Working closely with Prophecy leadership and the Chief of Staff, the Creative Studio Coordinator will help keep priorities moving forward, ensure seamless day-to-day operations, and provide critical support across scheduling, travel, events, awards, communications, and studio logistics. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable operating independently in a fast-paced environment with multiple competing priorities. This role offers meaningful exposure to senior leadership, agency operations, creative projects, and cross-functional initiatives, making it an excellent opportunity for someone interested in growing a career in executive support, operations, project management, or agency leadership.

Requirements

• 1-3 years of experience in executive support, office coordination, operations, project coordination, administrative support, or related fields
• Proven ability to independently manage calendars, meetings, travel, expenses, and administrative workflows
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• High degree of professionalism, discretion, and judgment
• Comfortable supporting senior leaders and handling confidential information
• Proactive, resourceful, and solutions-oriented mindset
• Strong interpersonal skills and ability to build relationships across teams and functions
• Comfortable working in an environment with changing priorities and multiple stakeholders
• Proficiency in Microsoft Office, Outlook, Excel, PowerPoint, and Slack

Nice To Haves

• Experience working within an agency, marketing, communications, professional services, creative, or entrepreneurial environment is a plus

Responsibilities

• Manage day-to-day calendar scheduling and coordination for Prophecy leadership, including the Chief Creative Officer
• Coordinate internal and external meetings across multiple stakeholders and time zones
• Support leadership with meeting preparation, scheduling logistics, follow-up, and administrative coordination
• Submit timesheets, and assist with routine administrative needs on behalf of supported executives
• Manage expense reports, AMEX reconciliation, receipt tracking, and related administrative processes
• Help manage competing priorities, scheduling requests, and time-sensitive needs while ensuring leaders remain organized and prepared
• Serve as a trusted resource for executive scheduling and coordination across the studio
• Support the day-to-day operational needs of the Prophecy team
• Assist with internal planning, logistics, and coordination for team initiatives, meetings, and special projects
• Maintain operational trackers, documentation, and administrative processes that help keep the studio running smoothly
• Coordinate cross-functional requests and ensure timely follow-through across stakeholders
• Partner closely with the Chief of Staff on operational initiatives and evolving team priorities
• Coordinate travel bookings, itineraries, conference registrations, and related logistics for leadership and team members
• Support internal and external event planning, including scheduling, vendor coordination, attendee management, and logistics
• Assist with awards submissions by managing deadlines, collecting materials, completing forms, and coordinating uploads, working closely with the Chief of Staff
• Assist with logistical coordination for leadership events and special projects as needed, in partnership with the Chief of Staff.
• Manage studio and office supply inventory and related vendor coordination
• Coordinate office-related logistics and operational needs across the studio
• Provide backup support to Executive Assistants and administrative team members when needed
• Support broader administrative and operational needs across the firm as appropriate
• Assist with team engagement initiatives, celebrations, and internal events as needed.
• Help maintain an organized, efficient, collaborative, and welcoming, studio environment

Benefits

• 401(k) employer match
• Premium healthcare plans, including medical, dental and vision coverage
• Hybrid work model: 2 days in the office, 3 days from home - Pick your own schedule.
• 2 weeks of remote work per year
• Generous Paid Time Off (PTO) package including birthday PTO.
• Custom career opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed