Once Upon a Time Hospitality Looking for Creative Project Coordinator at New York, NY Full Time

About Us:

Once Upon a Time Hospitality builds brands and crafts bespoke digital experiences through focused and experiential thinking. We’re here to lead the process through creative strategy and artfully crafted execution, with carefully considered detail throughout.

Our hospitality clients make memories for their guests — the seekers of unique experiences who dine, play, drink, and stay with them, and we take a guest-centric approach where we think about every facet. In everything we do—from personality to packaging, branding to bathrobes, keywords to key cards, site architecture to signage—we balance guest satisfaction with operational ease.

About the role:

We’re seeking a professional and proactive Creative Project Coordinator to support the Brand Account Manager and Managing Partner with day-to-day organizational and administrative responsibilities for hospitality branding and creative accounts.

This individual will attend all presentations, meetings, and discussions alongside or on behalf of the agency team, taking notes and acting as a reliable resource on the project who can then de-brief the wider team on key takeaways and next steps. The Coordinator will work directly under the Brand Account Manager, and sometimes, the Managing Partner, and work in tandem with the agency creative team to collaborate on any project needs and next steps.

The ideal candidate is meticulous, prioritizes efficiently, and can quickly anticipate needs. This individual is a fast learner, highly organized, and can apply critical thinking to all scenarios.

In a perfect world, this individual understands the creative branding and production process. Familiarity with the hospitality, luxury, and fine dining verticals is also preferred, but not required.

Additionally, this individual will be responsible for responding to and fielding inbound leads for new business opportunities. A quick response and ability to get the conversation rolling will be the requirement.

This role has a huge opportunity for growth for someone who is willing to put in the time and learn the ropes.

Key Responsibilities:

• Managing busy and ever-changing calendars; carefully facilitating all appointments, meetings, and conference calls for meetings involving all brand team members
• Creating, formatting, and editing correspondence, presentations, and meeting notes
• Clearly identifying key action items for each team member, translating client needs and communicating those back in a seamless way is an integral part of this role
• Maintaining project trackers and status documents
• Scope & budget monitoring and tracking
• Creating & maintaining project timelines & roadmaps
• Internal project set up
• Maintaining and organizing company files with sensitivity to confidential information
• Quickly & consistently saving all client documentation to internal tools and trackers
• Ensuring all formatting and folder organization is 100% – you are the master of file org
• Expense reporting & accounting support to the Managing Partner as needed
• Reviewing scopes of work to ensure they are: grammatically correct, clear, and executable by the brand team
• Asking questions to get them to this point if needed
• Editing & proofreading presentation decks / other project work; documenting and facilitating brand team feedback; ensuring all edits are made appropriately
• Review and proofing of design and marketing projects before they go to the Brand Account Manager & ECD to ensure the work is grammatically accurate and on brief
• Facilitating communications with clients and print vendors; tracking status on all in-progress items to move the projects forward
• Participating in new business calls and meetings; documenting conversations & project needs for scope creation
• Project brief creation with oversight from the Brand Account Manager
• Supporting effective and efficient workflow for the Brand Account Manager by identifying and obtaining key information required from clients and other team members
• Implementing efforts to enhance the efficiency and effectiveness of the brand team and the company’s high-level goals and initiatives.
• Additional general Project Coordinator tasks as needed

Requirements:

• You must live and work in NYC; be in office (in Financial District) or at client meetings daily

Must have/be:

• strong command of English language; outstanding writing and verbal skills
• a calm head and steady hand to deal with the unexpected and respond to shifting priorities
• exceptional organizational skills with attention to detail; prioritization and efficiency a must
• polished, poised, and professional in both mindset and manor: use of utmost discretion at all times
• positive attitude; strong willingness to adapt to an ever-changing and fast-paced environment
• flexibility in scheduling; willingness to work long hours to get the job done
• the quickest response time there ever was
• hungry to learn & willing to do what needs to get done; team work mentality
• valid passport required
• legally able to work within the United States

Preferred:

• experience with print and digital graphic design, and understanding of design specifications and creative production
• 1-2 years project management or executive assistant experience
• experience with luxury, hospitality, and/or fine dining verticals

Ref: OUNY019