Executive Assistant to the CEO

New York City, New York (US)
Commensurate with experience.
10 May 2022
10 Jun 2022
Contract Type
Full Time

APPARATUS is a New York-based designer and manufacturer of a distinctive catalog of high-end, high-touch lighting, furniture and objects. We produce both in-house and with the support of high-quality external partners; our catalog is sold globally.


  • Proactively manage, assess and predict the day-to-day needs of the CEO to ensure he is prepared and organized for all internal and external meetings and events.
  • Facilitate team meetings as needed, including organizing the agenda, taking notes and providing follow-up on action items.
  • Manage an array of initiatives, track and prioritize projects, perform supporting research and effectively communicate on project needs and status.
  • Manage a wide variety of incoming requests, responding to, organizing, or delegating requests as needed.
  • Handle confidential and non-routine information and coordinate communication between appropriate departments.
  • Liaise with internal and external stakeholders on cross functional initiatives as needed.
  • Facilitate daily meal ordering and delivery.
  • Setup and coordinate meetings, internal as well as external, manage calendars.
  • Book and manage domestic and international travel and logistics.
  • Provide support for special projects.
  • Gift coordination and business communication tasks.
  • Communicate directly with VIP external contacts as needed.
  • Proofread documents for appropriate grammar, punctuation, spelling and a particular attention to APPARATUS brand standards.


  • Ability to multi-task effectively and switch focus with ease.
  • Extremely organized with keen attention to detail.
  • Excellent time-management skills, independent drive and the ability to work under pressure to deliver projects under tight deadlines.
  • Professional, confident and gracious.
  • Self-starter with the ability to work independently and with minimal guidance.
  • Excellent verbal and written communications skills.
  • Sound personal judgement, detail-oriented and organized.
  • Solutions-based thinker with a consistently positive attitude, displayed both as an individual and within a collaborative team of peers, managers, directors and VPs.
  • Excellent time-management skills, independent drive and the ability to work under pressure to deliver projects under tight deadlines.
  • Comfortable stepping outside regular duties as needed.
  • Ability to adapt quickly to changing plans and priorities in an ever-evolving environment.
  • Ability to respond professionally to critical feedback and proactive in seeking support and help when needed.


  • Minimum of 5 years executive assistant experience.
  • Background in fashion, design or art preferred.
  • Bachelor’s Degree preferred.
  • Apple, Zoom and Microsoft Office experience required.
  • Experience with VIP external contacts and managing sensitive and confidential matters with the utmost discretion.
  • Experience managing and coordinating busy calendars.


  • Full-time Studio hours: Monday–Friday generally 10:00AM–6:00PM.
  • Longer hours and weekend shifts as needed.


  • Regular check-ins.
  • Annual performance review.

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is based in our New York Studio. Must be legally authorized to work in the U.S.

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