Executive Assistant Job at SBH Fashion in New York

Overview

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!

Responsibilities

• In office 5 days/week Manhattan
• Reports into Founder/Creative Director
• Day to day Executive Admin support - calendar management, liaising on behalf of Executive, meeting notes, overlap with PA responsibilities, etc.
• Work closely with PA, and travel agent
• 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; 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
• Onsite and taking notes/documenting if invited to join meetings or events

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 Founder's 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 align family schedules
• 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 highlighting kids’ appointments, school events, travel, dinner reservations, etc.
• 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 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 Founder’s business trips and provide working itinerary well in advance
• While Founder is traveling be available on alternate time zone hours depending on schedule
• Create travel guides and maintain any additions to City Guides

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Staffing and Recruiting