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Executive Assistant to Founder/Creative Director

Employer
Alexander Wang
Location
New York City, New York (US) (onsite)
Closing date
18 May 2024

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Function
Administration
Level
Senior Manager
Contract Type
Permanent

Job Details

Position Summary:

This Executive Assistant position is a dynamic and highly visible role within our organization. The role of Executive Assistant will support the Founder/Creative Director and is responsible for providing comprehensive support with a high level of professionalism and confidentiality. This position requires the ability to prioritize, anticipate needs, think critically and be solution – oriented. We require an individual with a positive disposition who can manage and affably interface with employees, clients and vendors. This position requires completion of a broad variety of administrative tasks. The position will reward an individual who is driven and able to thrive in a fast-paced environment and manage deep exposure to the demands of a global business. This is a highly interactive role where you will partner closely with our Executive Leadership Team.

 

 

Responsibilities include but are not limited to:

• Prioritize multiple inquiries and requests while troubleshooting and diminishing scheduling conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Founder/Creative director including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Composes general correspondence, memos, spreadsheets, charts, graphs, etc. Proofreads copy for spelling, grammar, layout, and accuracy, making appropriate changes when necessary. Responsible for accuracy and clarity of final copy.

• Manage a variety of administrative tasks that include, but not limited to assisting with special projects, designing, and producing complex documents, reports and presentations, collecting and preparing information for meetings with internal partners and external parties, and maintaining contact lists.

• Creates agendas for key meetings, ensures follow-up on actions items, and manages complex calendar scheduling for the Founder/Creative Director.

• Provide personal assistance which may include but not limited to personal errands, house visits, overseeing financial transactions, personal shopping, on/off site transportation, breakfast/lunch/dinner orders or reservations, and other day-to-day ad hoc tasks that may arise.

• Manages all calls, key contacts, and internal and external interactions with influential players throughout the industry in a professional, confident manner.

• Acts as a liaison with other departments and external partners, including high level staff. Handles confidential, routine, and non-routine information and explains policies when necessary.

• Lead, drive. and execute on various team events, socials, offsite meetings, etc. Schedule and coordinate logistics for meetings, conferences, and special events (onsite and offsite).

• Organize and prepare meetings live and across digital platforms and ensure attendance with appropriate scheduling details and reminders for participants

o Coordinate all logistical aspects of internal and external meetings (i.e. placing catering orders, booking venues, etc.)

• Plans and coordinates U.S. and international travel and builds organized, detailed trip itineraries. Prepares and submits travel reimbursement forms and submits invoices for payment.

• Maintain and reconcile all other expense reports

• Manage highly sensitive and confidential information and materials

• Exercises independent judgment to plan, prioritize and organize diversified workload, recommending changes in office practices and procedures.

• Consistently demonstrates regular, dependable attendance & punctuality.

• Keep office, neat, clean and orderly

• Maintain and manage inventory of all vintage inspiration purchases made by the design team

• Partner with the Marketing team on VIP Gifting and delivery schedule.

• Organize and manage sample sale (identify/scout locations, track inventory, coordinate the transportation of merchandise, etc.)

• Participate in supporting logistics and activities where executive is present (i.e. photoshoots, marketing/brand events, etc.)

• Order and replenish office supplies for the Founder/Creative Director

• Travels and attends meetings as needed.

 

 

Knowledge and Background Requirements Needed:

• A bachelor's degree or equivalent work experience in a related field required

• At least 5 years' experience required in a fast-paced luxury environment

• Fluency in Mandarin is a plus

• Familiarity with a variety of computer software applications including word processing, spreadsheets, database and presentation/visual software (e.g. MS Word, Excel, Outlook, PowerPoint.)

• Proficiency with the Adobe Photoshop and Apparel Magic is a plus

• Ability to manage time well, organize and prioritize workload. Flexible, adapting to change quickly and easily.

• Ability to effectively share technical information, communicate technical issues and solutions to all levels of business.

• Able to juggle multiple projects - can identify primary and secondary objectives, prioritize time and communicate timeline to team members.

• Ability and desire to take product/project ownership.

• Flexible work schedule and open availability required

 

 

We are an Equal Opportunity Employer M/D/F/V

 

 

In compliance with the New York City salary transparency requirements, the potential salary for this position is from $100,000 to $110,000, which represents a range commensurate with experience, knowledge, and skills required.

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