Special Projects Coordinator

Smosh • Los Angeles, CA

17h

About The Position

Reporting to the Producer of Special Projects, the Special Projects Coordinator serves as the central operational hub for all special events outside of the Smosh’s regular production schedule. They will assist in the planning, tracking, and execution of high-impact events, and maintain structure and continuity of operations when the producer is off-site. Highly administrative in nature, this position requires someone who can balance meticulous note taking and follow-through with big picture project tracking. This coordinator will be the connective tissue between departments, vendors, and event stakeholders– ensuring alignment, accountability, and momentum at every stage of execution. Core Competencies Exemplary Administrative Talent – Demonstrates exceptional attention to detail and organizational skill, ensuring documentation, meeting notes, itineraries, and project trackers are accurate while keeping broader project goals in view. Project Coordination – Skillful at tracking multiple moving pieces simultaneously; ensuring deadlines, stakeholders, and deliverables remain aligned across departments. Proactive Follow-Through – Anticipates needs, consistently follows up on action items, and closes communication loops without prompting. Diplomatic Communication – Communicates clearly and confidently, able to gently push back, hold boundaries, and guide stakeholders with professionalism. Independent Judgment & Adaptability – Aptly keeps operations running smoothly, gauges when to escalate vs. take initiative, and remains flexible amid inevitable change while honoring established processes.

Requirements

• Excellent verbal and written communication skills
• 2+ years of experience in production coordination within entertainment, digital media, or a similar fast-paced environment
• Skilled at anticipating challenges, problem-solving, and maintaining composure in fast-paced event environments.
• Experience in booking travel and managing itineraries
• Proficiency in Google Drive, Google Sheets, Monday.com and other asset/project management tools
• Ability to maintain a professional presence with the confidence to hold boundaries while maintaining strong working relationships
• Proactive self-starter

Responsibilities

• Coordinate Special Projects & Events – Support the operational and logistical planning and execution of conventions, live podcasts, meet-and-greets, scripted live shows, charity streams, and large-scale location shoots.
• Calendar & Systems Management – Maintain project calendars, trackers, documentation systems, and internal knowledge bases to ensure clarity and accountability.
• Document & Track Meetings – Attend pre-production, creative, production, and logistics meetings; capture detailed notes, track action items, and ensure timely follow-up on all deliverables
• Logistical Alignment – Collaborate with other coordinators to confirm travel details, schedules, and on-site needs, ensuring smooth transitions from planning to execution.
• Serve as Cross-Functional Liaison – Act as the central point of coordination between internal and external teams, proactively following up on open items, and close communication loops to maintain momentum.
• Internal Team Alignment – Partner with Programming, Production, Operations, Talent, and other internal stakeholders to clarify priorities, track dependencies, and ensure cross-departmental visibility.
• External Partner Management – Communicate with vendors, venues, platforms, and external production partners to confirm schedules, deliverables, logistics, and approvals.
• Oversee Post-Event Follow-Through – Track deliverables, approvals, captioning, vendor follow-ups, and wrap documentation to ensure complete and accountable project closure.

What This Job Offers

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