Administrative Assistant, Creative Talent Engagement & Development

Administrative Assistant, Creative Talent Engagement & Development (CTED)

Role Summary

The Creative Talent Engagement & Development (CTED) Administrative Assistant serves as a key support role for the CTED Director and team, handling essential administrative and logistical tasks. This role is responsible for the day-to-day coordination of calendars, meetings, travel, documentation, and internal systems to ensure smooth operations, allowing the team to focus on strategic programs and partnerships.

Key Responsibilities

Executive & Team Support
• Manage calendars for the Director and Senior Manager, including scheduling, meeting prep, and ensuring adequate spacing and focus time.
• Coordinate the CTED team calendar, including recurring meetings, cross-functional check-ins, and key program milestones.
• Creating and maintaining itineraries.
• Including agendas, note-keeping, etc.
• Arrange travel for the Director (and team members as needed), including flights, hotels, and transportation
• Prepare and submit expense reports for the Director and team PCard, ensuring timely and accurate reconciliation.
• Source and maintain receipts, etc.

Administrative & Office Operations
• Monitor the CTED team email inbox; triage, respond to, and route inquiries to the appropriate team members.
• Receive and delegate incoming requests from the General Inquiry Form Airtable to the right owner.
• Greet and host external colleagues and partners during office visits, ensuring a professional and welcoming experience.
• Assist with team event planning and logistics (e.g., internal offsites, team meetings, retreats), including assembling swag bags when needed.

Vendor, Finance & Systems Support
• Support onboarding of vendors/suppliers to internal systems (e.g., Supplier Hub), working closely with FPO.
• Assist with submitting and tracking invoices (program-related and non-program-related) and following up with vendors to confirm payment.
• Partner with the team to ensure costs and expenses are properly coded and routed to the appropriate budgets.

Documentation & Knowledge Management
• Keep the CTED team shared folder on Google Drive organized and up to date, ensuring that each program has a current memo and documentation in its respective folder.
• Generate folders as needed
• Maintain up-to-date documentation
• (e.g. file naming conventions, folder structure, filing new documents, updating sharing permissions)
• Archive documentation as needed
• Maintain and update the internal CTED Google Site with relevant resources, updates, and links
• Support general up-keep of team Airtable databases in conjunction with team Coordinators.

What You Bring
• Experience as an administrative or executive assistant, ideally supporting multiple executives at once.
• Genuine passion and curiosity for workforce development, talent access, and/or program management, specifically in the tech/entertainment space.
• Proficiency in Google Suite (Gmail, Gchat, Calendar, Docs, Slides, Sheets), Slack, and Airtable.
• Advanced proficiency with Claude Cowork (including custom skill deployment) and Chat GPT Team Enterprise.
• Strong time-management skills with a high comfort level for ambiguity and change.
• Maintain total confidentiality regarding business operations, data, and internal strategy.
• Positive and supportive attitude, providing white-glove service to both internal and external partners and guests.
• Previous experience in entertainment is highly preferred, but not required.