Senior Administrative Coordinator

2 weeks ago

Little Ferry, New Jersey, United States Swooped Full time
About Our Client
At Swooped, we have been at the forefront of innovation, empowering creativity and supporting the global entertainment sector for many years.

With our diverse family of brands, we provide a comprehensive suite of entertainment technology and services, including industry-standard screenwriting software, digital payroll solutions, data analytics, and a variety of creative tools.

As the industry evolves rapidly, our expertise, technology, and dedicated team have become increasingly vital.

We are committed to being a production's trusted partner throughout the entire process.
About the Role

Since our inception, we have transformed from a small business into a leading provider of entertainment technology and solutions, dedicated to modernizing content production and spearheading digital transformation in the industry.

Our cloud-based offerings and industry knowledge enhance the entire production lifecycle, revolutionizing content creation.

Today, we boast a global workforce across numerous renowned brands, covering all facets of produced and live entertainment, including film, television, streaming, advertising, live events, and short-form content.

Core Responsibilities
  • Provide comprehensive support to the Chief Production Officer (CPrO) and Chief Technology Officer (CTO) to ensure the achievement of company objectives and the smooth operation of departmental functions.
  • Assist the CPrO and CTO in nurturing relationships with key stakeholders to facilitate effective communication and identify collaborative opportunities.
  • Draft, manage, and proofread communications between upper management, employees, clients, and external partners, liaising with executives on various projects and tasks.
  • Embody the culture, values, and objectives of the CPrO and CTO when interacting with internal and external stakeholders.
  • Understand the business priorities of the CPrO and CTO to provide optimal support for their schedules.
  • Manage calendars with meticulous attention to detail, providing reminders, resolving conflicts, and communicating changes.
  • Coordinate logistics for both internal and external meetings.
  • Handle inquiries promptly and proactively, ensuring tasks are completed successfully.
  • Assist with special projects as required.
  • Support the preparation of Excel-based reports and organize data for analysis.
  • Help create impactful PowerPoint presentations.
  • Identify operational inefficiencies and propose enhancements or new processes.
  • Assist the legal department with specific tasks, including subpoena responses and customer reporting requests.
  • Support the Product and Technology departments with various projects and meeting scheduling.
  • Collaborate with fellow administrative team members to ensure seamless support across the organization.
  • Prepare expense reports and manage purchase requisitions.
  • Coordinate domestic and international travel arrangements.
  • Perform general office duties and provide administrative support for special assignments as needed.
Key Qualifications
  • Ability to prioritize business needs and make informed trade-offs among stakeholders.
  • Exceptional attention to detail with a commitment to flawless execution.
  • Excellent verbal and written communication skills, capable of engaging with individuals at all levels.
  • Strong organizational and time management skills, with a proven track record of efficiently managing time-sensitive tasks in a dynamic environment.
  • Capacity to navigate and make decisions in uncertain situations.
  • Proactive in anticipating and fulfilling needs.
  • Technologically adept, with the ability to quickly learn new applications and tools, including Microsoft PowerPoint, Excel, Word, Outlook, and Visio.
  • A self-starter who can manage shifting priorities effectively.
  • Discretion and sensitivity towards confidential information.
  • Motivated to improve current processes and establish efficient systems.
  • Professionally polished in interactions, demonstrating composure and stability under pressure.
  • Understanding of the adaptable nature of support work and willingness to be available as needed.
  • Experience supporting technology or product executives is advantageous.
Preferred Qualifications
  • 5+ years of experience as an Executive Assistant or Administrative Business Partner supporting C-Level Executives or similar roles is highly preferred.
  • High school diploma or equivalent required; Bachelor's degree or equivalent work experience preferred.
Special Work Conditions

This position is primarily sedentary, involving sitting for extended periods, with occasional walking or standing. Some tasks may require exerting up to 15 lbs. of force occasionally.

Salary Range

$35—$40 USD

Benefits

Swooped offers a comprehensive benefits package, including medical, dental, vision, paid time off, health and wellness programs, employee discounts, and more.

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