Executive Assistant to the CEO

Recruiter
APPARATUS
Location
New York City, New York (US)
Salary
Commensurate with experience.
Posted
10 May 2022
Closes
10 Jun 2022
Function
Administration
Contract Type
Permanent
Hours
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.

RESPONSIBILITIES

  • 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.

SKILLS

  • 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.

EXPERIENCE

  • 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.

WORK SCHEDULE

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

PERFORMANCE REVIEW AND CHECK-INS SCHEDULE

  • 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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