Executive Assistant

Moonbug Entertainment•New York, NY

4h•Hybrid

About The Position

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 and overseeing the NY office operations. This hybrid role blends executive support, office management, and cross-departmental coordination. We are looking for a forward-thinking professional who can innovate with AI tools to enhance planning and organizational efficiencies. 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.

Requirements

3+ years of experience in executive support, office management, or project coordination.
Previous on-desk assistant experience at a talent agency is strongly preferred, demonstrating the ability to handle a high-volume, fast-paced desk.
AI & Tech Savvy: A strong interest or proficiency in using AI tools (e.g., ChatGPT, Otter.ai, specialized scheduling plugins) to drive efficiencies.
Exceptional multitasking skills with a "no task too small" mentality.
Excellent written and verbal communication skills; able to represent senior leaders with professionalism and discretion.
Mastery of Google Workspace and Microsoft Office; experience with project management tools (e.g., Asana, Slack, Monday.com).
Experience coordinating complex travel logistics (TravelPerk experience is a plus) and high-impact meetings/events.
A positive, proactive attitude with the proven ability to anticipate needs and take initiative without constant direction.
A passion for creativity, collaboration, and contributing to a high-performing global team.

Nice To Haves

Previous on-desk assistant experience at a talent agency is strongly preferred
TravelPerk experience is a plus

Responsibilities

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 stakeholders, ensuring clear communication and follow-through on key initiatives.
Research and integrate AI tools and digital workflows to automate routine tasks, streamline scheduling, and improve overall organizational efficiency.
Utilize modern prioritization tools to help executives manage competing demands and maximize their daily productivity.
This role requires a very hands-on approach, ensuring the executive stays on schedule and transitions smoothly between meetings.
Help prepare high-level presentations, reports, and other materials for leadership meetings and partner engagements.
Work collaboratively with the global EA team to ensure seamless scheduling and calendar alignment.
Oversee daily NY 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, managing vendors, and handling all guest communications.
Maintain a positive, well-organized office environment that reflects Moonbug’s creative culture and fosters high staff morale.