Creative Studio Coordinator, Prophecy

About Prosek and Prophecy

Prosek is a large independent communications and marketing firm in the U.S., with teams, offices, and partners across the country and internationally. The company is known for its focus on financial and professional services, its collaborative culture, and its recognition as 2026 Agency of the Year by PRovoke Media. Prophecy is Prosek’s creative, branding, and marketing practice, and it is seeking a well-organized Creative Studio Coordinator to help manage studio operations, executive administration, and team coordination.

This position sits at the crossroads of executive assistance, operations, project coordination, and employee experience. You will work closely with Prophecy leadership and the Chief of Staff to keep priorities organized, maintain smooth daily operations, and support scheduling, travel, events, awards, communications, and studio logistics.

The role is best suited to someone who is highly detail-oriented, self-directed, and able to stay on top of several priorities in a fast-moving environment. It also offers exposure to senior leaders, agency workflows, creative work, and cross-functional initiatives, making it a strong stepping stone for someone aiming to build a career in executive support, operations, project management, or agency leadership.

Key Responsibilities

• Coordinate calendars for Prophecy leadership, including the Chief Creative Officer, and manage day-to-day scheduling needs.
• Arrange internal and external meetings across different stakeholders and time zones.
• Prepare leaders for meetings and handle follow-up, scheduling details, and general administrative support.
• Submit timesheets and assist with routine administrative tasks for supported executives.
• Process expense reports, reconcile AMEX charges, track receipts, and manage related workflows.
• Balance competing requests and time-sensitive scheduling demands while keeping executives organized and ready.
• Act as a dependable point of contact for executive coordination across the studio.
• Support operational needs for the Prophecy team on a day-to-day basis.
• Help plan and coordinate internal meetings, team initiatives, logistics, and special projects.
• Maintain trackers, documentation, and administrative systems that support studio operations.
• Coordinate cross-functional requests and make sure follow-through happens on time.
• Work with the Chief of Staff on evolving priorities and operational initiatives.
• Arrange travel, itineraries, conference registrations, and related logistics for leaders and team members.
• Support internal and external event planning through scheduling, vendor coordination, attendee management, and logistics.
• Assist with awards submissions by tracking deadlines, gathering materials, completing forms, and uploading documents in partnership with the Chief of Staff.
• Help coordinate leadership events and special projects as needed.
• Manage studio supplies, inventory, and vendor coordination for office-related needs.
• Support office logistics and broader administrative tasks across the studio.
• Provide backup support to Executive Assistants and other administrative colleagues when required.
• Contribute to team engagement activities, celebrations, and internal events.
• Help maintain a studio environment that is organized, efficient, collaborative, and welcoming.

Requirements

• 1 to 3 years of experience in executive support, office coordination, operations, project coordination, administrative support, or a related area.
• Demonstrated ability to independently manage calendars, meetings, travel, expenses, and admin workflows.
• Strong attention to detail and excellent organizational ability.
• Proven skill in handling multiple deadlines and priorities at once.
• Clear written and verbal communication skills.
• Professional judgment, discretion, and a high level of confidentiality.
• Comfort working with senior leaders and sensitive information.
• A proactive, resourceful, and solution-focused approach.
• Good relationship-building and interpersonal skills across teams and functions.
• Ease working in environments where priorities shift and multiple stakeholders are involved.
• Proficiency with Microsoft Office, Outlook, Excel, PowerPoint, and Slack.
• Prior experience in an agency, marketing, communications, professional services, creative, or entrepreneurial environment is an advantage.

Perks and Benefits

• 401(k) employer match.
• Premium medical, dental, and vision coverage.
• Hybrid work setup with 2 days in office and 3 days working from home.
• Up to 2 weeks of remote work each year.
• Generous paid time off, including birthday PTO.
• Custom career growth opportunities.

Culture and Values

Prosek describes its culture as collaborative, ambitious, and grounded in mutual respect. The company emphasizes teamwork, determination, curiosity, and a practical, hardworking attitude. It also highlights a people-first environment that aims to support employees both inside and outside of work.

The organization is committed to diversity, equity, and belonging, and seeks to build a workforce that reflects a wide range of backgrounds and perspectives, including geography, thinking styles, race, ethnicity, age, gender identity, sexual orientation, political affiliation, and socioeconomic background.

Compensation and Additional Information

The expected salary for this role is between $50,000 and $70,000 per year. Actual pay will depend on factors such as experience, qualifications, skills, seniority, location, performance, and business needs. Compensation may also include benefits such as medical, dental, and vision coverage, 401(k) matching, new business commission, paid time off, and other rewards.

Prosek Partners is an equal opportunity employer and does not discriminate or tolerate harassment on the basis of race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other protected characteristic under applicable laws.