Executive & Studio Coordinator

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

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