Job Description

Special Projects is seeking a highly motivated and organized Coordinator who thrives in the fast-paced world of entertainment, media, and pop culture. The ideal candidate is a proactive self-starter with exceptional attention to detail and strong communication skills. This person will bring creativity, professionalism, and discretion to every task—balancing multiple priorities with ease, collaborating seamlessly within a close-knit team, and delivering high-quality work under tight deadlines.

We’re looking for someone who is…

• Passionate about entertainment, media, and pop culture with a keen eye for emerging talent and trendspotting across film, television, music, sports, fashion, food, art, and culture
• Extremely detail-oriented, meticulously organized, and able to meet tight deadlines and manage multiple projects and expectations with a sharp focus in a fast-paced, high-stakes environment
• A proactive, self-starter who is reliable and resourceful - can take initiative, anticipate needs, prioritize well, and execute time-sensitive matters with a high sense of urgency
• Successful in teamwork-driven, collaborative professional environments and able to work both independently and as a key member of our very tight-knit team
• Adept at quickly learning new processes and technology, as well as becoming familiar with existing systems and offering process improvements as needed
• Professional, with a confident and mature demeanor, and has an understanding of the importance of maintaining confidentiality with high-profile clients
• A polished writer and proofreader with exceptional interpersonal, organizational, written, and verbal communications skills
• Able to brainstorm and contribute creative ideas
• Discreet and able to appropriately handle sensitive and personal information about clients and talent, as well as comfortable handling top-tier talent with ease and discretion
• Comfortable designing and creating decks, presentations, and various marketing materials

Responsibilities:

• Provide administrative support to one of the agency Co-Founders, including managing a high volume of calls, emails, scheduling meetings with new and current clients, rectifying expenses, booking travel and reservations, and general office management tasks
• Provide support for all Co-Founder-managed clients, maintaining a throughline of notes, ideas, grids, research, etc.
• Process client requests in a timely manner, as well as provide coverage for clients when needed
• Coordinator duties include but are not limited to creating in-depth research briefs on current and prospective clients, maintaining client tracking grids/reports, managing comms with various talent teams re: potential projects, attendance at client events and assisting Co-Founder as needed on location, brainstorming/ideating talent ideas for various bookings (events, editorial, festivals, etc.), managing event inbox and tracking RSVPS’s in real time, creating decks for talent pitches, client recaps and status reports
• Create and consolidate team ideas and information shared across various platforms into cohesive and organized company-wide documents and resources
• Assist with updating internal company documents, tracking and meticulously maintaining grids of current and prospective clients and contacts, executing excellent follow-up and follow-through
• Support the broader SP team as needed on any matters relating to event logistics, guest lists, invitations, RSVPs, and social media
• Canva design on decks, invites, and marketing materials as needed
• Assistance on business development operations, new and prospective client Airtable and staffing docs as needed

Qualifications:

• Available to work from our LA office as well as remote flexibility where needed
• Bachelor’s Degree
• Minimum 3 years previous experience working as an assistant and/or coordinator, at a PR or creative agency, fashion/retail brand, studio, or other entertainment company preferred
• Able to have a flexible schedule, knowing you will need to definitely work earlier or later than the standard 9-5pm and (eventually) work events as needed on nights and weekends
• Able to travel for various events
• Proficient in Slack, Airtable, Adobe, Zoom, Canva, Google, and Word applications preferred
• (Optional) Experienced in social media, graphic design, editorial, and/or other creative ideation-driven fields in the media and entertainment industries

About Special Projects:

Special Projects is an editorially-minded talent booking and creative content agency that elevates media, fashion, and lifestyle brands through the unique use of celebrities and storytelling. Launched in 2016 by Andrea Oliveri and Nicole Vecchiarelli, Special Projects leverages its founders’ 20+ years of experience as magazine makers, dynamic thinkers, and strategic marketers to connect today’s top talent with editorial, branded content, advertising, and live and virtual event opportunities. Special Projects has headquarters in New York and Los Angeles.

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