Administrative Secretary & Specialist Assistant Intern

This individual is responsible for supporting the Strategic Specialist at Helm Creative Studio, along with assisting in any tasks or projects with The Story Factory, our Qualified Production Facility. This individual oversees a variety of organizational needs, including calendars, travel, company errands, and the facility and communications through The Story Factory. They work to support in administrative tasks as needed and necessary, as well as the company culture that is signature to Helm Creative Studio and The Story Factory. Ideally, this person thrives in a highly creative environment, values people over production, is outgoing and enjoys meeting new people and cultivating professional relationships, is a critical thinker, values making an impact, is detail-oriented, and thrives in a high-yield, fast-moving atmosphere. In addition, they should be highly organized, value confidentiality, be respectful, be comfortable utilizing technology, have a passion for supporting teams, respect production, understand the power of forward-thinking and keeping a creative mindset, and feel energized by managing details and processes.

Essential Functions: The following are the current responsibilities for this position. All tasks will be updated in Monday.com (our Project Management Software), and all instructions for each task, including any templates that should be used can be found in the Helm Process Document.
- Support calendar management and details  
- Research information for team days, retreats, and any other organization for internal events 
- Prep and assist with filming days 
- Organize and manage travel arrangements for creative crew members at Helm Creative Studio, including for the President & Executive-level , as needed
- Maintain and track travel documents and organization for the creative crew, including but not limited to passports, driver’s licenses, immunizations for international travel, and more
- Maintain and organize travel accounts for various airlines, hotels, and reward accounts for all creative crew 
- Book and manage airline and train reservations
- Book and manage hotel reservations 
- Book and manage ride share/car/rentals reservations
- Organize and track travel expenses
- Manage and troubleshoot travel arrangements, including luggage 
- Manage shipping and sending of items during travel, if needed 
- Pick up/run errands to facilitate client and team initiatives, as needed 
- Support the Strategic Specialist with OOO days, including employee PTO and remote requests 
- Oversee building/facility management at The Story Factory (including walkthroughs, ordering supplies, etc.)
- Communicate with preferred vendors and contractors for The Story Factory, as needed 
- Organize deliveries and mailings from The Story Hub 
- Errands for both clients and internal tasks, as needed 
- Administrative assistance such as making phone calls, writing and editing emails, drafting emails, and preparing internal and external communications on behalf of the Strategic Specialist, as needed. 
- Manage and update Google Drive, as needed

Competency: Microsoft Suite, Google Drive, Monday.com

Supervisory responsibilities: None

Work Environment: Most work is to be performed either onsite at The Story Factory or The Story Hub (both offices located in Fishtown, Philadelphia), or remote.  

Physical Demands: The physical demands of the job include bending, sitting, lifting, the ability to sit or stand for long periods of time, and driving.

Position type and expected hours of work: Full-time, Monday through Friday, with occasional changes in schedule due to client needs or projects. This position has the opportunity to become a full-time employee hire (once the internship period ends).

Travel: Travel for this position is TBD based on client projects. Most travel happens within 100 miles of Philadelphia, PA (New York, New Jersey, Delaware, Washington D.C.). However, you may be required to travel a further distance, depending on the project. You will be informed if a passport, immunizations, or further travel documents, etc. are required. Travel reimbursement and guidelines can be found in the policy document. This position requires reliable transportation (with a level of comfort driving within the city) and housing based in Greater Philadelphia area.

Preferred Education and Experience: Proven experience managing details and communications. Experience working with Talent or high-level profiles, or creative teams or productions is a bonus. Based on requirements that are job-related and consistent with business needs.