Operations Administrator

Talent Systems • ,

4d • $65,000 - $75,000 • Onsite

About The Position

Talent Systems is seeking an Operations Coordinator to serve as an operational backbone for the Leadership Team and the company's Los Angeles headquarters at 1041 N. Formosa Ave. This is a high-visibility, in-person role reporting directly to the Chief Operating Officer. While this person formally reports to the COO, they will provide day-to-day support to seven members of the Leadership Team — keeping travel running smoothly, the office functioning well, and key logistical and research needs handled with speed and care.

This is a role for someone who thrives in a fast-moving environment, takes ownership without being asked, and can shift from booking a complex multi-city trip one hour to sourcing vendors for an office project the next. The right person is organized without being rigid, resourceful, and genuinely energized by making things work behind the scenes.

Requirements

• 3–5 years of experience in an operations coordinator, executive assistant, office manager, or similar role that combined administrative support with operational responsibility
• Demonstrated experience supporting multiple senior stakeholders simultaneously
• Experience coordinating complex domestic and international travel itineraries
• Strong project management instincts — you track open items, follow through without reminders, and keep things from falling through the cracks
• Excellent written and verbal communication; comfortable interacting with C-suite executives and external partners
• High proficiency with Google Workspace (Calendar, Docs, Sheets, Gmail); familiarity with Slack and project management tools a plus
• Ability to handle sensitive and confidential information with discretion
• A proactive, solutions-oriented mindset — you identify problems before they become fires
• Comfort operating in ambiguity and adapting to shifting priorities in a fast-growing company

Nice To Haves

• Experience in entertainment, media, or a creative industry
• Prior experience working in or supporting a studio, production, or content environment
• Exposure to office build-outs, relocations, or facilities management from scratch
• Familiarity with access control systems, vendor contracting, or office management tools

Responsibilities

• Provide operational and administrative support to seven members of the Leadership Team, serving as a central resource for scheduling assistance, logistics, and coordination
• Manage complex calendar coordination on behalf of leaders with high scheduling demands — not owning calendars, but actively managing scheduling conflicts, meeting logistics, and follow-through
• Coordinate and manage business travel for Leadership Team members — domestic and international — including flights, hotels, ground transportation, visa requirements, and itineraries
• Coordinate visitor and guest logistics for the LA office, including scheduling, badging, and on-site reception
• Assist with preparation materials for internal meetings and offsites, including logistics, venue coordination, and materials
• Serve as the primary point of contact for all day-to-day facilities needs at the Formosa Ave office, including vendor management, maintenance requests, supply ordering, and space coordination
• Own and maintain the office operations manual, keeping it current as processes and personnel evolve
• Manage the office's visitor access system (GateWorks), including training staff and handling visitor/badge requests
• Coordinate building maintenance and improvement projects with the property management team and third-party vendors, tracking punch lists and open items to resolution
• Manage relationships with office service vendors — catering, supplies, shredding, Iron Mountain, etc. — ensuring quality and timely service
• Oversee office supplies, kitchen inventory, and general upkeep, including coordinating regular grocery runs and fresh supply restocking
• Manage badge access for new hires, departures, and visiting staff; coordinate with IT for the facilities phone/Zoom number used for gate and building access emergencies
• Coordinate storage, swag inventory, and office organization, including allocation of shared space and supplies
• Serve as the primary owner of the [email protected] email and associated vendor/lot management accounts (Commercial Cafe, GateWorks, etc.)
• Liaise with building management on signage, construction timelines, shared amenities, and lease-related facilities matters
• Coordinate office photos, artwork placement, and general aesthetics with relevant teams when needed
• Provide occasional operational support for Formosa Casting Studio (FCS) as requested by the COO — including coordinating logistics for studio-related meetings, visits, and operational needs
• Conduct vendor research and manage the RFP process for facilities, office, and operational service needs
• Support competitive research and light industry analysis as requested by Leadership Team members
• Take on special projects as assigned — which may range from event coordination to process documentation to sourcing and procurement
• Assist with preparation and follow-through on Leadership Team priorities as needed

What This Job Offers

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