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Administrative Assistant

  • On-site
    • New York, New York, United States
  • $65,000 - $90,000 per year

Job description

ABOUT US!

At Sourcing Unicorns, we recruit globally across the creative and experiential industry, always on the lookout for exceptional talent to bring bold ideas to life. For this opportunity, we’re proud to collaborate with the team at Moment Factory to find the unicorn, the one who will truly make a difference. Together, we ensure a smooth and human-centered hiring experience that reflects the studio’s vision.

ABOUT MOMENT FACTORY!

Coming from all walks of life, we are united by passion. At Moment Factory, every new We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 450 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.

YOUR MISSION

As the Administrative Assistant for Sports & Entertainment, you provide essential operational and administrative support to the General Manager. You are responsible for ensuring the smooth coordination of daily activities, from managing complex schedules and internal follow-ups to preparing clear, professional presentations and documents.

Operating with high autonomy in our fast-paced NYC office, you act as a key point of contact—maintaining organized workflows for the team and providing a professional welcome to clients and partners visiting our studios.

YOUR TEAM

Moment Factory Sports & Events leverages our multimedia toolbox and tacit creative know-how to provide permanent & temporary user experience solutions to enhance fan engagement & experience. Our diverse team blends storytelling, immersion, interactivity, and live performance to create original and unexpected experiences that connect audiences around the globe. 

KEY RESPONSABILITIES

1. Management Support

  • Proactively organize and manage the General Manager’s calendar and business travel

  • Prepare and organize weekly meetings, take notes, and ensure appropriate follow-ups with internal & external stakeholders

  • Manage and track expense reports

  • Assist in preparing presentations, briefings, and internal documents

  • Ensure clear communication and follow-ups with internal teams

  • Maintain an up-to-date overview of ongoing priorities and initiatives

  • Support the General Manager in business development follow-ups and relationship management

  • Maintain, organize, and archive key documents and records

  • Lead visits of 25 Broadway & 55 Wall street

2. Administrative Responsibilities

  • Prepare, draft, edit, and occasionally documents, reports, and presentations

  • Create presentations using Keynote, Google Slides, or similar tools

  • Coordinate approvals and signatures for various administrative or legal documents

  • Manage incoming administrative requests and redirect them to the appropriate teams when necessary

  • Ensure proper administrative follow-up on communications and internal processes

  • Perform other related administrative tasks as needed

3. Coordination in Support of Teams

  • Track weekly timesheets, overtime, and vacation calendars for supported teams

  • Coordinate internal meetings and logistics when required

  • Organize occasional team lunches, breakfasts, or internal & external activities

  • Contribute to onboarding new team members when needed

  • Collaborate with other administrative assistants to align processes and practices

4. Client and Partner Interaction

  • Welcome visitors, partners, or clients and provide a brief introduction to the office/25 Broadway & 55 Wall Street

  • Host visits, including presenting the demo and answering general questions about Moment Factory

  • Respond to initial inquiries of the NYC inbound dev box and redirect visitors, clients or partners to the appropriate teams

  • Follow up on certain communications with clients or partners (information sharing, reminders, coordination)

  • Represent Moment Factory professionally during partner or client visits

5. Support to Business Development

  • Monitor and manage inbound requests received through the NYC office email

  • Perform an initial qualification of inquiries and redirect opportunities to the appropriate internal teams

  • Maintain first-level communication with potential clients to clarify requests & qualify the opportunity 

  • Conduct occasional research or prepare short summaries related to ideas, trends, or opportunities

  • Support the preparation of internal materials related to potential projects or opportunities

Job requirements

YOUR BACKGROUND

  • Minimum 3 years of relevant experience in a role such as administrative assistant, executive assistant, or coordinator in a dynamic environment

  • Experience in creative industries, entertainment, media, or production environments is considered an asset but not required

  • Education in administration, management, communications, or a related field (or equivalent practical experience)

  • Strong proficiency in English, both written and spoken

  • Strong proficiency in office tools (Google Workspace, Excel, MS Office, Keynote or similar tools)

  • Interest in AI tools and emerging technologies

  • Knowledge of French is an asset

YOUR QUALITIES

  • Exceptional organizational skills

  • Strong written communication abilities

  • Clear and confident verbal communication

  • Quick learner with strong adaptability

  • Strong sense of responsibility and ability to handle confidential information

  • High level of autonomy and resourcefulness

  • Ability to anticipate needs and manage priorities effectively

  • Comfortable performing administrative and operational tasks

  • Strong attention to detail and accuracy

  • Ability to work efficiently in a fast-paced environment

  • Proven ability to manage multiple priorities simultaneously

  • Positive attitude and professional demeanor

  • Genuine interest in building expertise within an administrative support role in a creative environment

SPECIFIC WORKING CONDITIONS

  • Position based in New York

  • On-site presence required 4–5 days per week

  • The base salary range for this role is $65,000 to $90,000. Actual compensation within this range will be determined based on a variety of factors, including the candidate’s skills, experience, and qualifications. This range is specific to the NYC market and may vary for roles located outside of this region.

Thank you for applying. We’re committed to an inclusive process and we welcome talent from all walks of life. We aim to review every application. Roles in experiential can be ultra-specialized, if it’s not a fit for this one, we may still flag your profile for future opportunities. Thanks for helping grow the Sourcing Unicorns talent ecosystem.

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