Executive & Studio Coordinator

Employ HR Pro, LLC; New York (NY); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Generous PTO

401(k) retirement plan

Job summary

Gigantic Studios LLC in New York, NY is seeking an Executive & Studio Coordinator to support the CEO and manage hybrid studio operations. This role handles detailed calendars, client welcomes, travel coordination, vendor quotes, and day-to-day studio readiness, blending executive support with studio logistics in a fast-paced environment.

You will own the front desk, coordinate meetings, arrange travel, prepare spaces for sessions, oversee facilities projects, and ensure seamless operations while

Qualifications

• Prior experience in executive support, calendar management, office coordination, studio coordination, hospitality, or a similarly detail-oriented role.
• Comfortable owning a busy calendar and using judgment about priority, timing, formatting, and context.
• Strong organizational skills and the ability to manage multiple open projects without details slipping.

Responsibilities

• Manage a complex calendar for the CEO and studio leadership.
• Schedule in-person and remote meetings with internal teams, clients, producers, vendors, and partners.
• Coordinate business travel, accommodations, itineraries, and related logistics.
• Prepare expense reports and track receipts.
• Provide concise scheduling, logistical, and vendor communications for leadership.
• Open the studio each morning and prepare facilities for the day.
• Greet clients, manage front-desk operations, and ensure hospitality throughout sessions.
• Coordinate vendor quotes and facilities projects as needed.

Skills

Executive support

Calendar management

Office coordination

Hospitality

Written communication

Education

Bachelor's degree in business/arts administration/entertainment/media management

Tools

Google Workspace

Monday.com

Front-desk systems

Shared drives

Claude AI

Job description

Location: Manhattan, New York, NY (On-site)

Reports to: CEO

Compensation: $45,000-$55,000 annually, commensurate with experience. Overtime is paid at 1.5x the regular rate for hours worked beyond 40 in a workweek. A discretionary annual bonus is also provided at year-end.

Benefits: 100% employer-paid health insurance, generous paid time off policies, and access to a 401(k) retirement plan

Executive & Studio Coordinator

Location: Manhattan, New York, NY (On-site)

Type: Full-time, Salaried Non-Exempt (overtime-eligible)

Reports to: CEO

Compensation: $45,000-$55,000 annually, commensurate with experience. Overtime is paid at 1.5x the regular rate for hours worked beyond 40 in a workweek. A discretionary annual bonus is also provided at year-end.

Benefits: 100% employer-paid health insurance, generous paid time off policies, and access to a 401(k) retirement plan

About the Role

An award-winning, boutique independent film and television studio in New York City is seeking an Executive & Studio Coordinator.

This is a hybrid executive-support and studio-operations role for someone who is comfortable managing a detail-heavy calendar, welcoming high-profile clients, coordinating travel, following up on contractor quotes, and preparing the studio before the day begins.

The Executive & Studio Coordinator provides day-to-day support to the CEO, helps coordinate priorities across the studio and its affiliated film and television projects, runs the front of house, supports client visits, and keeps administrative, vendor, facilities, and event work moving forward.

This is a highly visible, hands-on position. You will often be the first person clients, partners, and guests meet, as well as the person studio leadership and employees rely on to keep operations organized behind the scenes. Success in this role requires excellent judgment, follow-through, discretion, hospitality, and a willingness to step in wherever needed.

This is an operations and business role, not a creative-development position - if you're hoping to break into directing, writing, development, or any type of creative production, this isn't your way in. If you're energized by the business and operations side of entertainment, there's real room to grow: as you take on more, so does your ownership and title.

Key Responsibilities

Executive Support

• Manage a complex, detail-heavy calendar for the CEO and studio leadership
• Schedule in-person and remote meetings across internal teams, clients, producers, vendors, and outside partners
• Ensure calendar invitations include accurate addresses, links, contact information, agendas, and other necessary details
• Coordinate business travel, including transportation, accommodations, itineraries, reservations, and related logistics
• Coordinate logistics surrounding premieres, screenings, industry events, and other professional engagements
• Prepare and submit accurate expense reports, including collecting receipts and resolving missing information
• Draft concise scheduling, logistical, event, and vendor communications on behalf of studio leadership
• Track open requests, follow-ups, decisions, and action items arising from meetings and correspondence
• Anticipate missing information and ensure leadership has what's needed for upcoming commitments
• Handle sensitive scheduling, business, and personal preference information with discretion

Company & Project Coordination

• Serve as a central point of coordination among the CEO, studio leadership, employees, clients, producers, vendors, and outside partners
• Help maintain alignment across the studio and its affiliated film and television projects
• Maintain clear, structured notes from meetings and planning calls for internal reference
• Support special projects and shifting operational priorities as they arise
• Exercise judgment about urgency, ownership, and when an issue should be escalated

Daily Studio Operations

• Open the studio each morning and prepare the facility for the day
• Set up stages and workspaces for staff, clients, and scheduled sessions
• Monitor the overall condition, organization, and presentation of the studio
• Identify operational or facilities issues proactively and coordinate timely resolution
• Own inventory and ordering for office, kitchen, hospitality, and studio supplies
• Monitor stock levels and adjust recurring supply and snack orders based on usage, staffing, and client schedules
• Maintain organized supply areas, kitchens, client spaces, and common areas
• Own front-desk coverage, including coordinating intern coverage and stepping in personally when needed

Client Service & Studio Coordination

• Prepare stages, conference rooms, kitchens, and other client-facing spaces ahead of scheduled sessions
• Greet and check in clients, guests, and partners upon arrival
• Escort clients to their sessions and make sure they know where to go and whom they're meeting
• Monitor client needs throughout the day and provide attentive, discreet hospitality
• Coordinate meals, refreshments, transportation, and other session-related logistics
• Communicate scheduling changes and client needs clearly to the appropriate internal team members
• This role welcomes and cares for clients - it does not handle bids, quotes, or contract negotiation, which sit with a separate team

Vendor & Facilities Project Management

• Manage the studio's visitor check-in platform and related administrative systems
• Coordinate ongoing facilities and office-improvement projects, including storage buildouts, electronic door locks, millwork, repairs, and other upgrades
• Request and organize vendor and contractor quotes, and compare pricing, scope, and timing for internal review
• Schedule walkthroughs, installations, repairs, and vendor visits
• Follow up consistently with contractors and vendors to keep projects on schedule
• Maintain clear records of quotes, decisions, outstanding questions, and next steps

Events

• Plan and coordinate studio events from initial planning through day-of execution
• Communicate with venues, caterers, rental companies, building management, and other vendors
• Track guest lists, vendor questions, deliveries, rentals, schedules, and event-day requirements
• Prepare clear timelines, contact sheets, and internal summaries
• Coordinate setup, guest arrival, vendor access, breakdown, and post-event follow-up
• Support occasional premieres, screenings, client gatherings, company celebrations, and industry events

Tools & Systems

You'll work with tools including:

• Google Workspace (Calendar, Gmail, Meet, Drive, Docs, Sheets)
• Monday.com
• Visitor check-in and iPad-based front-desk systems
• Shared drives, spreadsheets, and project trackers
• AI productivity tools, including Claude

Experience with every platform isn't required, but you should be comfortable learning new systems quickly.

Qualifications

• Prior experience in executive support, calendar management, office coordination, studio coordination, hospitality, or a similarly detail-oriented role
• Comfortable owning a busy calendar and using judgment about priority, timing, formatting, and context
• Exceptional organizational skills and the ability to manage recurring routines, changing priorities, and multiple open projects without details slipping
• Strong follow-through and a demonstrated ability to move tasks from request to completion
• A genuine hospitality mindset and the ability to anticipate what clients, guests, and colleagues may need before they ask
• Experience coordinating vendors, contractors, facilities projects, or other outside service providers
• Comfortable requesting quotes, comparing options, tracking decisions, and following up consistently
• Clear and concise written communication skills
• Strong interpersonal skills and the ability to communicate professionally with executives, employees, clients, producers, vendors, and partners
• High level of discretion, maturity, reliability, and trustworthiness
• Proactive, resourceful, and comfortable working with limited direction
• Low-ego, hands-on attitude and a willingness to assist with stocking, setup, breakdown, front-desk coverage, and other practical studio needs
• Able to work fully on-site in New York, NY
• Eligible to work in the US without sponsorship

Education

A bachelor's degree in business, arts administration, entertainment/media management, or a related field is preferred, though not required - equivalent experience and demonstrated judgment matter more than the credential itself. Coursework or a background in entertainment business is a plus.

Nice to Have

None of these are required, but they'll help you hit the ground running:

• Prior experience in a post-production, production, entertainment, creative-services, studio environment, or a services industry in general
• Experience supporting a CEO, founder, producer, or senior executive
• Experience coordinating small-to-mid-size events, screenings, premieres, or client experiences
• Familiarity with office buildouts, facilities projects, contractor bids, or project timelines
• Experience working across more than one company, division, or business unit
• Familiarity with Monday.com or similar scheduling and project-management systems

Schedule Expectations

This is a full-time, on-site role based in New York, NY. Given the nature of client sessions, screenings, and film and television productions, this isn't a traditional 9-to-5 - the week's shape shifts with the studio's schedule rather than a fixed clock.

Dependable morning availability is required, since this position opens and prepares the studio for the day. Evenings, weekends, or schedule adjustments should be expected around client sessions, premieres, screenings, events, and other production-driven needs. Any hours worked beyond 40 in a week are paid at 1.5x the regular rate, so this flexibility doesn't come at the coordinator's expense.

Application

View our full job posting and apply here: https://jobs.gusto.com/postings/gigantic-studios-llc-executive-studio-coordinator-33ca718e-40dd-446a-8bc5-a44b171c3d41