Creative Studio Coordinator, Prophecy

Prosek Partners; New York (NY); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

401(k) employer match

Premium healthcare plans

Hybrid work model

Generous Paid Time Off (PTO)

Job summary

Prosek Partners is seeking a highly organized Creative Studio Coordinator in New York to support studio operations and executive administration. The ideal candidate should have strong organizational skills and be able to manage multiple priorities effectively.

The role includes managing calendars for leadership, coordinating meetings, handling travel logistics, and supporting administrative needs. The position offers a hybrid work model, allowing flexibility in your working environment as well as a competitive salary and benefits.

Qualifications

• 1-3 years of experience in executive support, office coordination, or related fields.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Manage calendar scheduling for studio leadership.
• Coordinate internal and external meetings.
• Handle travel bookings and logistics for leadership.
• Support administrative needs of the Prophecy team.

Skills

Organizational skills

Communication skills

Proactive mindset

Detail-oriented

Microsoft Office proficiency

Tools

Outlook

Excel

PowerPoint

Slack

Job description

Overview

Prophecy, Prosek’s award-winning creative, branding, and marketing business, is seeking a highly organized and proactive Creative Studio Coordinator to support studio operations, executive administration, and team coordination across the business.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable operating independently in a fast-paced environment with multiple competing priorities. This role offers meaningful exposure to senior leadership, agency operations, creative projects, and cross-functional initiatives, making it an excellent opportunity for someone interested in growing a career in executive support, operations, project management, or agency leadership.

What you'll be doing

• Manage day‑to‑day calendar scheduling and coordination for Prophecy leadership, including the Chief Creative Officer
• Coordinate internal and external meetings across multiple stakeholders and time zones
• Support leadership with meeting preparation, scheduling logistics, follow‑up, and administrative coordination
• Submit timesheets, and assist with routine administrative needs on behalf of supported executives
• Manage expense reports, AMEX reconciliation, receipt tracking, and related administrative processes
• Help manage competing priorities, scheduling requests, and time‑sensitive needs while ensuring leaders remain organized and prepared
• Serve as a trusted resource for executive scheduling and coordination across the studio

Studio Operations & Team Coordination

• Support the day‑to‑day operational needs of the Prophecy team
• Assist with internal planning, logistics, and coordination for team initiatives, meetings, and special projects
• Maintain operational trackers, documentation, and administrative processes that help keep the studio running smoothly
• Coordinate cross‑functional requests and ensure timely follow‑through across stakeholders
• Partner closely with the Chief of Staff on operational initiatives and evolving team priorities

Travel, Events & Awards Management

• Coordinate travel bookings, itineraries, conference registrations, and related logistics for leadership and team members
• Support internal and external event planning, including scheduling, vendor coordination, attendee management, and logistics
• Assist with awards submissions by managing deadlines, collecting materials, completing forms, and coordinating uploads, working closely with the Chief of Staff
• Assist with logistical coordination for leadership events and special projects as needed, in partnership with the Chief of Staff.

Administrative & Office Operations

• Manage studio and office supply inventory and related vendor coordination
• Coordinate office‑related logistics and operational needs across the studio
• Provide backup support to Executive Assistants and administrative team members when needed
• Support broader administrative and operational needs across the firm as appropriate
• Assist with team engagement initiatives, celebrations, and internal events as needed.
• Help maintain an organized, efficient, collaborative, and welcoming studio environment

What makes you qualified

• 1‑3 years of experience in executive support, office coordination, operations, project coordination, administrative support, or related fields
• Proven ability to independently manage calendars, meetings, travel, expenses, and administrative workflows
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• High degree of professionalism, discretion, and judgment
• Comfortable supporting senior leaders and handling confidential information
• Proactive, resourceful, and solutions‑oriented mindset
• Strong interpersonal skills and ability to build relationships across teams and functions
• Comfortable working in an environment with changing priorities and multiple stakeholders
• Proficiency in Microsoft Office, Outlook, Excel, PowerPoint, and Slack
• Experience working within an agency, marketing, communications, professional services, creative, or entrepreneurial environment is a plus

What are the perks?

• 401(k) employer match
• Premium healthcare plans, including medical, dental and vision coverage
• Hybrid work model: 2 days in the office, 3 days from home - Pick your own schedule.
• 2 weeks of remote work per year
• Generous Paid Time Off (PTO) package including birthday PTO
• Custom career opportunities

The anticipated salary range for this position is $50,000‑$70,000. An employee's salary is determined by a range of factors including but not limited to relevant experience, qualifications, skills, seniority, geographic location, performance, and business or organizational needs. The range listed is one component of Prosek's total compensation package for employees. Other rewards may include medical, dental and vision coverage, 401(k) matching, new business commission, paid time off, and other benefits.

Our Beliefs on Culture, Diversity & Belonging

We are committed to building a diverse workforce reflecting and embracing diversity of all kinds – geography, cognitive diversity, race, ethnicity, age, gender identity, sexual orientation, political affiliation, socioeconomic backgrounds. We believe having teams that represent the broader communities where we live and work creates a culture that celebrates creativity, inclusiveness and teamwork and helps us offer our global clientele of mature and emerging businesses counsel that is dynamic, rich and nuanced.

Prosek Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.