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Executive Assistant

New York City, New York (US)
Competitive and commensurate with experience
Closing date
11 Dec 2023

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Coordinator / Executive
Contract Type
Full Time

Job Details

APPARATUS is a New York-based design studio that explores the relationship of lighting, furniture and objects in immersive environments, threading the historical and the cultural through a modern lens.

The Executive Assistant is responsible for providing administrative management and support to the Artistic Director (40%), President (40%) and COO (20%). This includes managing calendars, making travel arrangements, running daily schedules, handling correspondence, preparing meeting materials, and providing overall organizational support. The ideal candidate will be detail-oriented, highly organized, and have excellent communication skills. They will also have a strong work ethic and a passion for creativity and innovation.


  • Proactively manage, assess and predict the day-to-day needs of the CEO and President to ensure they are prepared and organized for all internal and external meetings and events.
  • Execute on a wide variety of incoming requests, responding to, organizing, or delegating as needed.
  • Manage the calendars of the Artistic Director and President, including scheduling and adjusting meetings, appointments and keeping track of travel arrangements.
  • Book and manage domestic and international travel and logistics.
  • Assist with meetings management – can include sending calendar invitations, working with stakeholders on agendas and preparation, taking notes, distilling information and following up on action items.
  • Provide a wide range of administrative support including professional and personal administration.
  • Handle confidential and non-routine information and coordinate communication between appropriate departments.
  • Facilitate daily meal ordering and delivery.
  • Liaise with Finance department on tracking of expenses.
  • 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.
  • Organize and catalog paperwork and files.


  • Ability to manage multiple tasks simultaneously and switch focus with ease.
  • Excellent organizational and time management skills, with an independent drive and ability to work under pressure to deliver items quickly.
  • Professional, confident and gracious.
  • Excellent verbal and written communications skills.
  • Demonstrate a consistently positive attitude and ability to be a collaborative team player.
  • Ability to demonstrate discretion and handle sensitive information.
  • Passion for excellence.
  • Ability to build rapport quickly with a variety of individuals.
  • Strategic and solutions-based thinker.
  • Strong aesthetic and presentation skills, with a keen eye for detail.
  • 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.


  • Bachelor's degree in business administration or a related field.
  • 5+ years of experience as an executive assistant or in a similar role. Hospitality background a plus.
  • Proven ability in a high-paced environment that values consistency, efficiency, and excellence.
  • Proficiency in Microsoft Office Suite and Google applications with the ability to learn an implement new technology quickly and accurately.
  • Experience with VIP external contacts and managing sensitive and confidential matters with the utmost discretion.
  • Experience managing and coordinating busy calendars.


  • Full-time gallery hours : Monday–Friday, generally 10:00AM–6:00PM.
  • Longer hours and weekend availability as needed.
  • Domestic or international travel 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 non-remote and is based in our New York Studio. Must be legally authorized to work in the U.S.


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