We are looking for a proactive and detail-oriented Administrative Coordinator to support our management team and contribute to key operational processes spanning coordination of team schedules and media production, to information management and licensing tracking. This multifaceted role combines administrative excellence with strong writing and communication skills and a strategic mindset to support both the day-to-day operations and our long-term goals.
Key responsibilities may include but are not limited to:
Administrative Coordination (60%)
- Manage schedules, coordinate meetings, and support communication between internal teams and external partners.
- Draft and proofread contracts/deal memos, meeting notes, and other key documents.
- Identify needs for supplies for both the digital and physical office, manage supply orders and optimize purchasing for the company.
- Collect, track, and organize information and material pertaining to new projects (contracts, project briefs) and communicate it to the Strategic Operations Manager.
- Assist HR & Procurement Manager with procurement-related communication.
- Assist HR & Procurement Manager with client invoicing and contractor payments.
- Assist Executive Team with planning and executing team-wide events.
- Track login credentials and team access to company-wide platforms.
- Assist HR & Procurement Manager with tasks related to onboarding and offboarding of employees.
- Assist Executive Support team with coordinating, and tracking vacation requests.
Production Coordination (15%)
- Liaise with freelance collaborators to ensure information is provided accurately and in a timely manner.
- Manage expense process, including producing expense reports and filing invoices.
- Create travel budget estimates & coordinate travel arrangements.
- Support in the coordination of various production personnel including film crews, talent, various rental vendors and location contacts.
- Request and collect both talent and location release forms as needed.
Information Management and Data Protection (15%)
- Maintain team folders and documentation, ensuring it's organized and updated, conducting regular audits of various storage solutions, naming conventions and file management strategies.
- Liaise with the technology team to ensure appropriate systems are in place to maintain and strengthen the protection of all data and information.
Licensing Tracking (10%)
- Identify tools to centralize all licensing tracking in the company and help in improving current tracking processes
- Ensure all staff are aware of requirements and projects are compliant, providing support and training as needed.
Proposal Coordination & Writing (Potential Growth Area)
If time allows and the above priorities are well-managed, there may be opportunities to support proposal development. This aspect of the role is not a guaranteed responsibility but could represent a growth area based on capacity and interest. These responsibilities could include:
- Creating and managing schedules for proposal development for securing projects and funding opportunities.
- Writing and editing high-quality proposals, pitches, and presentations aligned with Sandbox's mission and client needs.
- Conducting targeted research to inform proposal strategies and ensure compliance with submission guidelines.
- Collaborating with internal teams to maintain consistency and clarity in written materials.
