Administrative Coordinator

About the Company

CYLNDR Studios is a creative content and production studio serving modern brands. Its work combines design, storytelling, influencer marketing, and production, all supported by a team that is increasingly integrating AI into its creative process.

Role Overview

This part-time Administrative Coordinator role is intended for a highly organized professional who can provide dependable support to a senior leadership group. The position works closely with six leaders: the Managing Director, two Executive Creative Directors, the Executive Director of Growth, the Executive Director of Production, and the Head of People.

The opportunity suits either someone with prior administrative experience who enjoys the rhythm of a creative agency, or someone earlier in their career who wants to build toward a future in commercial production. The role offers exposure to agency operations from the leadership level and can serve as a strong launch point for growth.

Core Responsibilities

You will handle day-to-day coordination, executive support, and logistics across meetings, travel, expenses, and office activities.

• Manage calendars and schedules, primarily for the Managing Director and also for other leaders as needed, while keeping multiple time zones and overlapping meetings aligned.
• Support travel logistics by troubleshooting booking problems, adjusting itineraries at short notice, and making sure travel plans match executive calendars.
• Process expense reports and ensure executive time is recorded accurately and on time for project billing.
• Arrange in-office logistics for company initiatives such as training sessions, workshops, and client days, including lunch ordering and setup.
• Coordinate leadership offsites by finding and reserving venues, organizing catering, and managing dinner bookings.
• Support the monthly all-company virtual meeting by reserving conference rooms, confirming live tech links, and ensuring smooth setup.
• Assist with planning the annual company offsite, including group travel, venue selection, catering coordination, and sourcing branded company swag.

Key Competencies

• Strong accuracy and a sharp eye for detail, especially when handling schedules, time zones, and expense documentation.
• A habit of anticipating problems early and developing practical backup solutions.
• Solid time management and the ability to prioritize competing requests while staying composed.
• Self-directed work habits, accountability, and comfort operating without close supervision.
• High discretion, emotional maturity, and the ability to handle sensitive conversations and information with care.

Schedule and Work Arrangement

This is a hybrid role. It may be based in Durham, NYC, or Toronto, and requires in-office attendance every Tuesday, Wednesday, and Thursday.

Because the team is distributed, you must be available during the shared working window of 1:00 PM to 5:00 PM EST (10:00 AM to 2:00 PM PST) on workdays. The remaining part-time hours can be arranged flexibly as long as the midweek in-office schedule and core overlap hours are covered.

This is a non-exempt part-time role and is not eligible for benefits.

Qualifications

Candidates should have 2 to 4 years of experience in an administrative, coordination, or project-based role, preferably in a creative agency, production environment, or similarly fast-paced setting.

Comfort with digital tools is important. Experience with NetSuite and Navan, or similar expense and travel platforms, is a plus. Strong working knowledge of Google Workspace, including Docs, Sheets, Slides, and Forms, is required.

Career Growth

This role can also support a path into commercial production. The work will build practical skills in budget tracking, vendor coordination, and travel management, which are foundational for roles such as Production Coordinator, Line Producer, or Creative Operations professional.

Working Style

The ideal candidate communicates clearly and directly, asks thoughtful questions, and interacts with executives in a professional but human way. A warm, candid, and respectful style is valued, along with the ability to connect people across a distributed team.

You should enjoy solving logistical puzzles, adapting quickly when plans change, and keeping projects moving even when priorities shift. The role also requires careful handling of confidential information, executive schedules, and internal initiatives.

Resourcefulness is important as well, including the ability to find cost-effective vendors, negotiate tactfully, and deliver polished events and experiences without overspending.

Additional Notes

The employer emphasizes a people-aware approach, attention to culture, and a calm response to shifting priorities. The role is designed for someone who enjoys behind-the-scenes coordination and takes pride in making complex operations run smoothly.