Creative Operations Coordinator

We are seeking a Creative Operations Assistant to join our team in New York, New York. This detail-oriented role reports directly to the Creative Operations Manager. The successful candidate will be an enthusiastic self-starter who can work in a fast-paced environment, is driven, and has strong communication and writing skills. This role requires a high level of accuracy, meticulous attention to detail, excellent coordination skills, and exceptional organization.

This person should be self-directed, and once briefed on responsibilities should be confident in owning the workstreams to completion.

Duties and Responsibilities include but are not limited to:

Vendor & Budget Coordination

• Responsible for tracking vendor invoices and assigning them to the correct project
• Ensure the vendors mark the correct project name on an invoice and send it back to them if it is incorrect
• Upload invoices and W-9s into appropriate subfolders per project
• Keep the content and activations budget document up-to-date; ensure it always contains all existing invoices, those invoices are coded correctly, and details are transferred from the invoices accordingly
• Update the contact/vendor directory regularly as new contacts come in with email addresses and rates 
• Input and maintain vendor invoices, saving invoices into their respective project folders and filling out details in the invoice tracking system
• Assist finance and marketing teams with data input, bookkeeping, and back-up support requirements
• Establish record-keeping of historical bids, invoices, and other vendor information related to project costs
• Work collaboratively with various departments to resolve invoice and financial discrepancies

General Administrative Duties

• Perform administrative tasks such as filing, data entry, and transcribing documents
• Support the marketing team on-set in the capacity of a Production Assistant, as needed
• Assist leaders with occasional office projects including but not limited to showroom maintenance, greeting guests, and ad hoc filing
• Print out decks to prepare for marketing meetings
• Source supporting materials for marketing decks (ie. recent social buzz, celebrity images)
• Organize the office sample closet and Design areas as needed
• Transport samples and product from the LIC office, NYHQ and studios as needed
• e-NDA all vendors or talent when sending out project requests, and especially when sending out confidential assets, such as Aimé Leon Dore logos or font
• Send out calendar meeting invites to the internal team
• Take detailed notes for next steps during calls
• Communicate HQ updates and schedule to other departments (ie. Store or Lounge) for Marketing activities
• Prepare office for special guests with greenroom or hospitality
• Share final assets with partners for go-live
• Overall general administrative support

Shoot Support

• Order solid state hard drives as needed for shoot
• Label the hard drives for each shoot
• Ensure that all hard drives are returned to the ALD office after shoots and properly archived in-office by
• Sending out return labels to editors and track the drives as needed
• Move clothing bags up to 50lbs at the direction of the Styling Coordinator
• Move equipment and boxes up to 50 lbs at the direction of the CCO or the Creatives Ops Manager
• Transport items included but not limited to, shoot specific product, crew members, backdrops, water
• Pick up drycleaning of garments, and returns of sample pulls
• Populate the Historical Shoot tracker with information about the photographer, director, artist, talent and music composer

Qualifications

• 1-2 years’ experience in operation and administrative support, preferably in fashion or retail
• Highly organized with meticulous attention to detail
• Strong verbal and written communication skills; excellent writing and proofreading skills
• Familiarity with Google Drive and G-Suite
• Familiarity with Dropbox and file sharing best practices
• Familiarity with Docusign or similar e-signature programs
• Familiarity with Excel/Google Sheets and basic formulas
• Types at least 80+ WPM
• Self-starter with the ability to multitask
• Punctual and timely—attends meetings on time
• Reliable: meets deadlines, prioritizes well, and has a high sense of urgency
• Professional, confident and mature demeanor
• Strong judgment and professionalism with ability to maintain the highest level of confidentiality
• Collaborative, team player with great initiative
• Ability to handle multiple priorities at once; fast learner who can navigate process
• Curious and resourceful with an entrepreneurial spirit
• Ability to follow through on tasks with a sense of urgency
• Ability to remain flexible, proactive, resourceful, and efficient while under pressure is crucial

Salary Range: $21.00 - $26.00 per hour