Executive Assistant

Moonbug Entertainment; New York (NY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health Care Plan

Retirement Plan (401k)

Life Insurance

Paid Time Off

Family Leave

Disability Insurance

Training & Development

Free Food & Snacks

Wellness Resources

Job summary

Moonbug Entertainment, based in New York, is seeking a proactive Executive Assistant to support the Chief Creative Officer and VP of Brand Partnerships. This hybrid role involves administrative tasks, office management, and cross-department coordination. The ideal candidate will have at least three years of experience in a similar role, be proficient with AI tools for efficiency, and demonstrate exceptional communication and multitasking skills. This position offers a chance to work within a creative environment at a leading children's entertainment company.

Qualifications

• 3 years of experience in executive support, office management, or project coordination.
• Previous on-desk assistant experience at a talent agency is strongly preferred.
• Strong interest or proficiency in using AI tools to drive efficiencies.
• Exceptional multitasking skills with a “no task too small” mentality.
• Excellent written and verbal communication skills.
• Experience coordinating complex travel logistics and events.

Responsibilities

• Provide direct administrative support to executives with calendar management and travel coordination.
• Serve as a liaison between executives and stakeholders.
• Research and integrate AI tools to automate tasks.
• Manage logistics for internal meetings and company events.
• Oversee daily NY office operations and vendor management.

Skills

Executive support

Office management

AI tools proficiency

Multitasking

Communication skills

Google Workspace mastery

Travel logistics coordination

Tools

Google Workspace

Microsoft Office

Asana

Slack

Monday.com

Job description

Thank you for considering the Executive Assistant role with Moonbug Entertainment, an award-winning global entertainment company inspiring kids everywhere to laugh, learn and grow. The company is behind some of the biggest kids’ entertainment brands in the world including CoComelon and Blippi. Moonbug believes every child should have access to our entertaining and enriching content, which is why our shows are available on more than 150 video platforms globally including Netflix, Disney , BBC iPlayer and YouTube Kids. Moonbug is also a global leader in pre‑school music and audio experiences, available on 100 audio platforms globally. Moonbug brands extend far beyond the screen to include streaming music, toys, games, books, live events, and even theme park exhibits.

Moonbug is part of Candle Media, an independent, creator‑friendly home for cutting‑edge, high‑quality, category‑defining brands and franchises. By bringing together elite talent operating at the intersection of content, community, and commerce, it helps to position leading entertainment businesses for accelerated, sustainable growth in the current market and beyond.

The Role

Moonbug Entertainment is seeking a highly organized and proactive Executive Assistant to support our Chief Creative Officer (CCO) and VP of Brand Partnerships while ensuring smooth day‑to‑day operations across the creative and brand partnerships departments and overseeing the NY office operations.

This hybrid role blends executive support, office management, and cross‑departmental coordination. We are looking for a forward‑thinking professional who can innovate with AI tools to enhance planning and organizational efficiencies. The ideal candidate is a detail‑oriented self‑starter who thrives in a dynamic environment, anticipates needs before they arise, and excels at juggling multiple priorities with discretion and professionalism.

Key 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.

Office & Operations Management

• 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.

Requirements

• Experience: 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.

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!