Executive Coordinator

Job description

The Role and What You’ll Do: WME Group is seeking an Executive Coordinator who will be the indispensable right (and left) hand to the Done+Dusted Creative team, with a direct focus on supporting Done and Dusted Partner/Executive Producer (Hamish Hamilton). This candidate will work closely with the team and support creative development across projects. This is not a “check the box” role — it’s for someone who thrives in fast-moving environments, loves solving problems before they even appear, and finds energy in helping a team operate at its very best. The ideal candidate will exercise independent judgment, prioritization of competing business needs, as well as the ability to interface and work with executive and senior level business leaders and their teams. While this role requires some admin functionality, it also requires objective decision-making, proactive problem-solving, and meaningful contribution to team initiatives and production related projects. This role is in the Santa Monica Los Angeles office 4 days a week Organizational & Coordination Responsibilities Coordinate day-to-day workflow across teams to ensure alignment on priorities, deadlines, and deliverables. Handle general administrative and office duties including answering emails and phone calls promptly, expense reports, tracking deliverables, etc Support the team by proactively preparing briefing materials, schedules, and creative assets in advance of meetings, site visits, and production days Foster positive relationships internally and externally, and collaborate seamlessly with assistants, departments, production crews, and other agencies Handle all scheduling related matters for Hamish Hamilton, with an understanding of shifting priorities and business objectives Oversee project meeting logistics, conference room reservations, audio/visual equipment set up, and coordination of schedules for all involved parties Awareness of the company's goals, competitors, and industry trends to better support the teams and projects. A solid understanding of fundamental project management principles and business best practices Manage travel logistics, draft travel booklet itineraries/agendas Support special initiatives and cross-departmental projects as needed Creative Contribution Responsibilities Partner with Executive Producer to support the development and execution of creative concepts from ideation through delivery Serve as key liaison for the creative team during rehearsals and live broadcasts, tracking adjustments, communication updates, and helping maintain production continuity Actively participate and contribute in brainstorm sessions and provide organizational support – from pitch decks to RFP responses Bring ideas, images, and research that elevate our storytelling and help us stand out Proactively coordinate production needs and scheduling to ensure projects remain on track and aligned with established timelines Elevate team operations by maintaining best-in-class systems across Google Drive, Dropbox, and task management tools. Stay plugged into culture, trends, and competitor activity to keep our creative edge sharp. You Have These: Highly motivated with great energy and work ethic – always ready for what’s ahead, not just reacting in the moment Ability to multi-task, manage priorities / commitments and meet deadlines Solutions-oriented and creative problem solver – challenges excite you, and you bring ideas to the table, not just problems Outstanding organizational skills Stay cool under pressure Self-starter: able to flexibly handle key tasks as needed Self-driven, eager to learn and goal-oriented Excellent follow-up and ability to assign/monitor the work of others Excellent level of accountability, motivation and strong time/project management skills Ability to work flexible hours, including some nights/weekends High proficiency with MS Office (Word, Excel, PowerPoint and Outlook) Ability to work with all levels of management Ability to work independently as well as with internal teams Exceptional grammar and proofreading skills required Ability to handle multiple assignments and deadlines with accuracy Detail-oriented and proactive Exceptional interpersonal skills Strong written and oral communication skills Knowledge of the entertainment industry is not required but a plus How We Work: WME Group is at the center of sports, media, entertainment, and fashion and is a largely relationship-based business. To foster an environment of collaboration, develop our future talent, and build on relationships across leadership, peers, and teams, we work from the office 4 days per week see immeasurable value internally and throughout the core of the businesses we support. Don’t meet every single requirement? We are dedicated to building a diverse, inclusive, authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles. Per local requirements and in the interest of transparency, the rate shown below reflects the prevalent current hiring range for this position. Hiring pay rates are based on a number of factors, including location and may vary depending on job-related qualifications, knowledge, skills and experience. The company strives to provide locally competitive rewards packages, which include base rate along with, as applicable, short- and long-term incentives, growth and developmental opportunities, and robust benefits, such as health care, retirement, vacation and other paid time off, and additional offerings. Hiring Rate Minimum: $76,050 annually (minimum will not fall below the applicable state/local minimum salary thresholds) Hiring Rate Maximum: $101,400 annually Pantheon Media Group is an equal opportunity employer that encourages applications from qualified, eligible candidates from all backgrounds and life experiences regardless of race, gender identity, disability, age, sexual orientation, religion, or belief.