Vendor Jobs

About The Position

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.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development
• Free Food & Snacks
• Wellness Resources and more!