Luxury Women's fashion brand is hiring an Executive Assistant to the Creative Director and Founder. This is an opportunity to work alongside a highly successful creative/entrepreneur. Seeking an experienced Executive Assistant to be a critical cross-functional liaison with a passion to create harmony between both personal and professional life. A positive attitude, professional manner and understanding that you will be representing both the Executive/Founder and her brand at all times is of the utmost importance. With an ever-expanding customer base and brand visibility, this is a great opportunity to join the rapidly
growing team!
Overview:
- In office 5 days/week Manhattan
- Reports into Founder/Creative Director
- Requires excellent presentation and communication skills and gravitas
- Day to day Executive Admin support - calendar management, liaising on behalf of Executive, meeting notes, overlap with PA responsibilities, etc.
- Will work closely with PA, and travel agent
- No travel required
General
- Manage and align master office schedule and Founders day to day
- Full-time liaise between internal staff and external vendors in addition to personal contacts
- Present organized information to Founder while keeping all communication channels flowing to deliver timely
- responses and approvals on behalf of team members
- Provide feedback and insight for all ongoing projects related to creative and logistics resulting in
- streamlined communication for Founder and relevant teams
- Sit in on high level executive, directors, and both internal/external meetings to take minutes and any
- necessary follow up
- Manage Founders Personal Assistant and work seamlessly in tandem to accomplish all of the Founders requests.
- Delegating tasks depending on executive assistant vs. personal assistant responsibilities for requests made
- by the Founder will be your responsibility to ensure all tasks are complete in a timely manner
- Assist in booking travel for the family as well as personal and business trips for Founder
- Offer unwavering flexibility and prioritization to suit the needs of the business and Founder while strengthening
- new and longstanding relationships
- Represent yourself as a direct reflection of the Brand
- Trust, loyalty, confidentiality and a positive attitude are non-negotiable
Day to day
- Prepare Founder in advance of interviews and meetings
- Request agenda day in advance + week ahead
- Provide background information for anybody she is meeting
- Share image, location and contact information for any outside meetings
- Ensure you are in direct contact with whomever the Founder is meeting on site to give live
- updates.
- Provide daily schedule to driver based on Founders calendar as well as week ahead and Sunday night
- schedule for any last minute changes.
- Prepare in house meetings with beverages and any necessary materials in place before guests
- arrive
- Offer next day at –a- glance schedule for Founder to review each night before she leaves ~ communicate with
- PA to make sure all family schedules are aligned
- Offer week ahead schedule on Thursday for review on Friday mornings at weekly family TB
- Send Friday email with overview of the next week’s schedule calling out any kids dr
- appointments, school events, travel, dinner reservations etc. based on Friday morning TB
- Review and approve invoices and payments when necessary
- Expense management submit weekly receipts to accounting. You are responsible for every charge on your
- company credit card.
- Personal coffee/lunch and orders and returns
- Manage Founder’s personal email flagging anything that requires a response and push anything that needs
- immediate attention
- General communication flow between office staff members and Founders personal contacts and happenings
- Onsite and taking notes/ documenting if invited to join meetings or events
Founder
- Available to reply in a timely manner to any and all requests made
- Greet Founder each morning at the office or at her house, depending on daily preference
- Leave the office after Founder and make sure her office is tidy and prepared for the next day
- Book personal appointments and social calendar in private so that colleagues are not privy to
- personal obligations | work with PA to align on calendaring
Office
- Maintain a positive and welcoming attitude towards every staff member
- Help upkeep with office cleanliness and organization
- Holiday and corporate gifting and event planning
- Arrange catering for office functions alongside office manager
Travel
- Work directly with travel agent to plan international travel and longer family trips with more complex
- bookings
- Schedule calls and itinerary reviews
- Book independent travel for Founders business trips and provide working itinerary well in advance
- While Founder is traveling be available on alt time zone hours depending on schedule
- Create travel guides and maintain any additions to City Guides
