Administrative Support- ECP

The Opportunity

We're looking for a highly organized, proactive, and solutions-oriented Operations & Staffing Coordinator to support the daily operational success of our growing photography department.

You'll be a key operational resource for our photographer workforce and internal teams, making sure staffing, event preparation, and photographer communications are handled accurately, efficiently, and consistently.

This is a hands-on role for someone who takes ownership, anticipates problems, and works toward solutions rather than waiting for direction. You'll handle routine staffing and the out-of-the-ordinary event issues that need specialized attention on your own, and you'll know when something needs to go to management.

Working closely with our Senior Operations Manager, you'll have meaningful ownership of your work and a direct impact on a fast-paced, multiregional organization.

We're looking for someone who can confidently manage the details today and has the potential to lead bigger things tomorrow.

What You'll Do

Photographer Staffing & Scheduling

- Coordinate day-to-day photographer staffing for weddings and portrait sessions across multiple regions, including Lead and Second Photographers.

- Review availability, identify qualified photographers for upcoming assignments, and follow through on outstanding confirmations.

- Maintain accurate staffing calendars, assignment records, and availability information.

- Monitor upcoming events for unfilled positions, scheduling conflicts, and coverage concerns, and coordinate replacement coverage within established guidelines.

- Escalate critical staffing shortages and exceptions that need management approval.

Event Readiness & Operational Accuracy

- Review upcoming events to make sure staffing details are complete and accurate.

- Cross-reference event records, staffing calendars, BEOs, and internal systems to catch discrepancies.

- Track photographer acknowledgments, Intro Call requirements, and event preparation milestones.

- Take on the out-of-the-ordinary event issues that need specialized operational attention.

- Flag operational risks early, before they affect event execution.

Internal Team Support

- Serve as a go-to resource for internal teams on photography staffing and operations questions.

- Investigate and resolve staffing discrepancies and scheduling concerns within your scope.

- Collaborate with Client Concierge and Administrative Support, Planning, Sales, and Production to keep information accurate and resolve issues.

- Follow requests through to resolution rather than simply passing them along.

Photographer Workforce Support

- Be an accessible resource for photographers on assignments, scheduling, procedures, and event questions.

- Coordinate routine photographer communications and follow up on outstanding requirements.

- Support onboarding logistics, including documentation, system access, and training coordination.

- Maintain accurate photographer records and monitor compliance with deadlines and administrative requirements.

Reporting & Continuous Improvement

- Provide regular status updates on completed work, open concerns, and items that need escalation.

- Spot inefficiencies and recurring discrepancies, and recommend practical solutions.

- Support the rollout of updated procedures and systems.

What We're Looking For

Required Qualifications

- 2+ years of relevant experience in operations, scheduling, workforce coordination, event operations, or a related field.

- Strong organizational and time-management skills with exceptional attention to detail.

- Ability to independently manage multiple workflows, deadlines, and competing priorities.

- Excellent written and verbal communication skills.

- Strong critical-thinking, problem-solving, and investigative abilities.

- Comfort working with spreadsheets, shared calendars, databases, and operational management systems.

- Ability to maintain accurate records and handle confidential information professionally.

- Demonstrated reliability, accountability, and commitment to follow-through.

- Ability to collaborate effectively across multiple departments and teams.

Preferred Qualifications

- Familiarity with wedding photography, event planning, or high-volume service operations.

- Experience coordinating independent or geographically distributed teams.

- Experience with Google Workspace, Microsoft Excel, and CRM or scheduling platforms.

- Prior experience identifying process improvements or managing operational reporting.

You'll Thrive Here If...

- You're the person who notices a potential problem before anyone else does.

- You bring solutions and recommendations, not just questions.

- You can balance the small details without losing sight of the bigger picture.

- You communicate confidently, kindly, and directly.

- You enjoy taking ownership and don't need constant direction to make meaningful progress.

- You see inefficiencies as opportunities to make things better.

- You're comfortable working independently but genuinely enjoy being part of a team.

- You're excited by the opportunity to grow professionally and take on greater responsibility over time.

What Success Looks Like

Success in this role means our photographers get timely, accurate assignment information and support, our internal teams have a dependable resource for staffing and scheduling, and upcoming events are reviewed before staffing needs become urgent.

You'll take ownership of your work, follow issues through to resolution, and help create an operation where everyone can work confidently and efficiently.

Over time, you'll help strengthen ECP's operational infrastructure and support the continued growth of our department.

Why Join ECP?

We're a creative company with a serious appreciation for great operations.

Our team supports weddings across multiple markets, and we're constantly finding better ways to combine the efficiency of a large organization with the thoughtful, personal experience our clients deserve.

You'll join a collaborative team where your ideas matter, your contributions are visible, and your ability to take initiative can create meaningful opportunities for professional growth.

We believe in working hard, supporting one another, and building something we're proud of.

If you're organized enough to manage the details, confident enough to solve the problems, and ambitious enough to help us build what's next, we'd love to meet you!