JOB DESCRIPTION

The client, an AD100 firm, is seeking a highly skilled and discreet Executive Assistant to provide comprehensive support to the Creative Director / President.

This role is central to ensuring the smooth and efficient management of the President’s professional commitments, acting as the primary point of contact for both internal and external stakeholders.

The Executive Assistant will manage a dynamic schedule, coordinate complex travel, handle sensitive communications, and provide operational support to enable the President to focus on leadership, client relationships, and strategic initiatives.

JOB RESPONSIBILITIES

Executive & Administrative Support

Manage and maintain the President’s complex calendar, scheduling meetings, calls, and events, while prioritizing competing demands.
Act as gatekeeper, screening and directing incoming communications, and drafting correspondence as needed.
Prepare meeting agendas, briefing materials, and follow-up notes, ensuring the President is informed and prepared.
Maintain discretion and confidentiality in all matters involving the President, clients, and firm operations.
Coordinate internal leadership meetings and off-site engagements.

Travel & Event Coordination

Plan and book complex domestic and international travel arrangements, including itineraries, accommodations, and transportation.
Organize business events, client dinners, and special engagements, ensuring flawless execution.

Operations & Liaison Duties

Serve as the key liaison between the President and clients, industry contacts, and internal teams.
Monitor deadlines, priorities, and action items, following up to ensure commitments are met.
Manage expense reporting, vendor invoicing, and other administrative processes related to the President’s office.
Conduct research and compile information for strategic projects or speaking engagements.

Document & Communication Management

Draft, proofread, and edit emails, letters, and presentations with a high standard of professionalism.
Maintain and organize digital and physical filing systems for quick access to essential documents.

Job Qualifications

Experience: Minimum 5–7 years of experience as an Executive Assistant supporting C-level executives, preferably within a creative, luxury, or professional services environment.

Organization: Exceptional ability to manage multiple priorities in a fast-paced setting with keen attention to detail.

Communication: Outstanding written and verbal communication skills with a polished, professional presence.

Technology: Proficient in Microsoft Office Suite, Keynote, Adobe Acrobat; familiarity with project management tools a plus.

Judgment: Proven ability to handle sensitive information with discretion and sound judgment.

Adaptability: Comfortable managing shifting priorities and working across time zones.

ABOUT OUR COMPANY

Headquartered in North America with an office in the middle east, we are people recruiters and advisors specialized in the architecture and design industry. We serve AD100 firms by finding the right talent and advise on people first strategies.

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Executive Assistant

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