Executive Assistant to the CEO

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.