The Executive Coordinator is responsible for supporting company leadership and related operations at Luci Creative. They will focus on the day-to-day runnings of the executive team to ensure we are supporting the studio and our clients in the best way possible. This person is responsible for managing the schedules and communications of key company executives. They will also be in charge of coordinating any office events, such as visits from clients and industry partners, and Luci team events. They will be point person for executive and HR coordination. The Executive Coordinator should have a strong grasp on all of the executive leadership’s schedule and travel, assist them in daily tasks, and will assist HR in the recruiting, hiring, and onboarding process. The ideal candidate is a self-starter that can think outside the box, anticipate the executive team’s needs, and can take initiative without being led down a particular path. They will determine priorities for Executive attention, ensuring that studio team members, clients, and partners are supported as needed by Luci’s leadership
- Complete a broad variety of administrative tasks for the executive team including, but not limited to, manage an extremely active calendar of appointments; compose and prepare correspondence that is sometimes confidential; arrange complex and detailed travel plans, itineraries, and agendas; and compile expense reports.
- Provide administrative assistance, such as write and edit emails, draft memos, create and organize reports, and prepare communications on the executive’s behalf
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
- Manage calendars, including making appointments and prioritizing the most sensitive matters
- Perform minor accounting duties such as expense reports and client invoicing
- Organize all aspects of meetings as requested by executive team - scheduling, sending reminders, facilitating and writing agendas, gathering materials and organizing presentation documents, handling catering when necessary, and generally ensuring meeting spaces and technology are prepared.
- Be the point person for all of the things the CEO needs to review or do - status meetings, prepare all documentation for review, prioritize tasks
- Understand how Executives influence the studio and remain aware of opportunities to proactively meet studio needs, share pertinent information, and identify other strategies to maintain open flow of information between the studio and executive team
- Actively support and facilitate special projects as necessary, including conducting research and developing presentation materials.
- Prepare reports and documentation for executive review and decision-making, including gathering and integrating information from several studio sources into digestible documentation
- Assist with creating and managing confidential documentation and information
- Act as point of contact for executives when needed with employees, clients, and other external partners
- Support HR in employee recruitment, hiring, and onboarding
- Being able to anticipate needs and crystalize next steps is critical to success in this position
- 2-3 years of prior experience providing administrative support to a c-level executive
- PC proficiency and technical knowledge of G-Suite and Microsoft Office required; Slack and Spreadsheets preferred
- Ability to work well under pressure and not be easily intimidated
- Strong communication, writing and time management skills
- Hunger for success, passion, strong work ethic, moral compass
- Self-motivated and ability to know what task needs to be done next before being told
- Eagerness to learn and tendency to be flexible instead of set in ways
- A high sense of urgency and ability to multitask
- Proactive and adaptable
- Ability to travel as needed
- Hybrid Schedule, in office 3 days a week
- Ability to drive for studio related errands, supplies, etc.
Luci Creative is a multidisciplinary full-service experience design agency helping the world’s leading corporations and cultural institutions. Our integrated approach allows us to take all aspects of a project from concept through design and construction. We work collaboratively with our partners as one team to anticipate, mitigate, and solve project challenges guided by our core values: Collaboration, Advocacy, and Spark.Equal Opportunity Employer.
We actively encourage and welcome applicants from diverse backgrounds with a range of professional and educational experiences.
