Executive Coordinator

On Location•Santa Monica, CA

1d•Hybrid

About The Position

WME Group is seeking an Executive Coordinator to support the Done+Dusted Creative team, with a direct focus on supporting Partner/Executive Producer Hamish Hamilton. The role works closely with the team to support creative development across projects and requires independent judgment, prioritization of competing business needs, proactive problem-solving, and the ability to work with executive and senior-level business leaders. In addition to administrative duties, the coordinator contributes to team initiatives and production-related projects. The position is based in the Santa Monica Los Angeles office and requires working in the office four days per week. The coordinator supports day-to-day team operations, scheduling, travel, project logistics, creative development, rehearsals, and live broadcasts. The role also helps maintain systems and processes that support the creative team and its projects.

Requirements

Ability to multitask, manage priorities and commitments, and meet deadlines.
Strong organizational skills.
Ability to remain calm under pressure.
Ability to handle key tasks flexibly and work independently as well as with internal teams.
Excellent follow-up skills and ability to assign and monitor the work of others.
Strong accountability, motivation, and time- and project-management skills.
Ability to work flexible hours, including some nights and weekends.
High proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to work with all levels of management.
Exceptional grammar and proofreading skills.
Ability to manage multiple assignments and deadlines accurately.
Detail-oriented and proactive approach.
Exceptional interpersonal skills and strong written and oral communication skills.

Nice To Haves

Knowledge of the entertainment industry.

Responsibilities

Coordinate day-to-day workflow across teams to align priorities, deadlines, and deliverables.
Handle general administrative and office duties, including responding to emails and phone calls, preparing expense reports, and tracking deliverables.
Prepare briefing materials, schedules, and creative assets for meetings, site visits, and production days.
Build positive internal and external relationships and collaborate with assistants, departments, production crews, and other agencies.
Manage all scheduling for Hamish Hamilton, accounting for shifting priorities and business objectives.
Oversee project meeting logistics, conference room reservations, audiovisual equipment setup, and participant scheduling.
Maintain awareness of company goals, competitors, and industry trends to support teams and projects.
Apply fundamental project management principles and business best practices.
Manage travel logistics and draft travel-booklet itineraries and agendas.
Support special initiatives and cross-departmental projects.
Partner with the Executive Producer to support creative concepts from ideation through delivery.
Serve as a key liaison for the creative team during rehearsals and live broadcasts, tracking adjustments and communication updates and helping maintain production continuity.
Participate in brainstorming sessions and provide organizational support for pitch decks and RFP responses.
Bring ideas, images, and research to help elevate storytelling.
Coordinate production needs and scheduling to keep projects on track and aligned with timelines.
Maintain effective team systems across Google Drive, Dropbox, and task-management tools.
Stay informed about culture, trends, and competitor activity.