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Part Time - Administrative Coordinator

Durham, NC, New York, NY, Los Angeles, CA, Toronto Canada

About CYLNDR Studios

CYLNDR Studios is a creative content and production company built for modern brands. We blend design, storytelling, influencer marketing, and production under one roof — delivering culturally attuned, creatively exceptional work. We believe the future of content is made by teams who know how to think and make and we’re now embedding AI into the heart of that process.

The Opportunity

We’re looking for a highly organized, proactive Administrative Coordinator to anchor our leadership team. You will directly support six of our agency’s key leaders: Managing Director, our two Executive Creative Directors, Executive Director of Growth, Executive Director of Production, and Head of People.

This is an early-to-mid-career position designed for a proactive professional with a high logistical aptitude. It offers a unique dual career path: it is a perfect match for an experienced administrative partner who loves creative agency operations, or an ambitious professional looking for a strategic foot in the door with a clear path into commercial production. You will get a first-hand look at how an agency runs from the very center of leadership.

What You’ll Do

Day-to Day Administration & Logistics

  • Calendar & Schedule Management: Calendar and Schedule Management–primarily for the Managing Director and secondarily for executives on the leadership team as needed–across multiple time zones. Seamlessly manage complex scheduling for individual client meetings, internal syncs, and large-scale all-company meetings.
  • Travel Support: While our leadership team books their travel directly within the travel platform, you will help resolve booking issues, manage last-minute itinerary adjustments, and ensure all trip logistics align smoothly with their calendars.
  • Financial Administration: Take the lead on processing expense reports and ensuring accurate, timely executive time entry for project billing.
  • Office & Initiative Support: Coordinate on-site logistics for all-company initiatives, including ordering and setting up lunches for training sessions, workshops, or client days.


Event & Offsite Coordination

  • Leadership Offsite: Provide comprehensive logistics support for leadership team offsite meetings, including scouting and booking locations, managing catering, and handling dinner reservations.
  • Monthly All-Company Virtual Meetings: Coordinate our monthly All-Hang virtual meetings, ensuring conference rooms are booked, tech links are live, and the team is set up for success.
  • Annual Company Offsite: Support the logistics for our annual company offsite. This includes managing group travel, venue/location booking, catering coordination, and sourcing creative company swag.

Key Competencies

  • Attention to Detail: You catch the scheduling conflict, time zone mishaps or the missing expense receipt before anyone else does. Accuracy and thoroughness are your baselines.
  • Proactive Problem-Solving: You don’t just spot a logistics issue, you arrive with alternative solutions already mapped out.
  • Time Management & Prioritization: Supporting six busy leaders means tasks will fly at you from different directions. You can prioritize on the fly, manage your workload, and stay grounded under pressure.
  • Self-Motivated & Accountable: You thrive with autonomy. You don’t need to be micro-managed to keep projects moving forward.
  • High Discretion & Emotional Intelligence: You will be exposed to high-level leadership conversations and sensitive agency operations. A calm, mature and confidential approach is non-negotiable.

Schedule & Availability Requirements

  • Location: Hybrid / Eastern Time Zone: This role can be based in our Durham, NYC or Toronto office, with a required in-office presence every Tuesday, Wednesday and Thursday.
  • Core Hours: To support our distributed leadership team, you must be online and available during the core crossover window of 1:00 PM - 5:00 PM EST (10:00 AM - 2:00 PM PST) on workdays. This part time non-exempt position is not eligible for benefits. 
  • Flexibility: The remaining part-time hours can be distributed flexibly across the week, provided the core afternoon window and the mid-week in-office days are covered.


Qualifications & Growth Paths

  • Experience: 2-4 years of experience in an administrative, coordination or project-based role, ideally within a creative agency, production house or fast-paced environment. 
  • Tech-Aptitude: High comfort level learning and mastering digital platforms. Prior experience with NetSuite and Navan (or similar corporate enterprise expense and travel tools) is a major plus. Deep comfort with the Google Workspace suite (Docs, Sheets, Slides, Forms) is required. 
  • The Production Career Path: If your goal is a career in commercial production, this role is a massive springboard. You will master budget tracking, vendor negotiation and complex travel logistics–the exact foundation skills required to transition into a Production Coordinator, Line Producer or Creative Operations role.

What You’ll Bring

  • A ‘Real Talk’ Communication Style: You possess high emotional intelligence and clear, transparent communication. You aren’t afraid to ask clarifying questions to get what you need from busy executives, and you approach interactions with candor, humility and a sense of humor.
  • The Mindset of a “Culture Connector”: Because you are the boots on the ground for a distributed leadership team, you care about the human element. Whether you’re ordering lunch for a local training session or organizing swag for the team, you look for ways to make people feel connected and included.
  • Logistical Curiosity & Improvisation: You actually enjoy the puzzle of a messy calendar or a complex travel itinerary. When plans inevitably shift at the last minute, due to a production delay or a client emergency, you don’t sweat it; you calmly pivot and find a way through.
  • A Standard of High Confidentiality: You will regularly handle sensitive agency data, executive schedules, and high-level internal initiatives. You understand the weight of that responsibility and maintain impeccable discretion at all times.
  • Resourcefulness & Vendor Savvy: You know how to track down a budget-friendly caterer, haggle politely with a swag vendor, or research the perfect offsite dinner spot. You treat company resources with care and take pride in executing high-quality events without overspending.

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