Executive Assistant

Overview

• Serve as the primary coordinator and scheduler for the CEO, ensuring seamless office operations and high-level administrative support.
• Collaborate closely with the Chief of Staff and senior leadership to support organizational priorities and strategic initiatives.
• Manage the CEO’s calendar, scheduling virtual and in-person meetings, and ensuring alignment on priorities.
• Provide comprehensive administrative support, including meeting logistics, agenda preparation, and follow-up on action items.
• Coordinate travel arrangements and event planning, ensuring smooth logistics for conferences and speaking engagements.
• Oversee daily office operations, maintaining a professional and productive work environment.
• Engage with cross-functional and global teams to ensure effective communication and collaboration.
• Support special projects and assist in planning, documentation, and tracking progress.

Key Responsibilities & Duties

• Coordinate with the Leadership Team to ensure readiness for meetings and calls with the CEO.
• Manage email traffic for the CEO, including screening, drafting responses, and archiving emails.
• Plan and manage travel-related logistics for events, conferences, and speaking engagements.
• Organize team meetings, office events, and team-building activities to foster collaboration.
• Oversee budgeting, invoicing, and financial processes for the office and related activities.
• Coordinate with office managers in other global locations to ensure consistency in operations.
• Assist HR with administrative tasks and support during fairs and events.
• Maintain office supplies, mail handling, and equipment maintenance to ensure smooth operations.

Job Requirements

• Bachelor’s Degree or equivalent required, preferably in a related field.
• Minimum of 5 years’ experience in office management and executive support, with global exposure.
• Proficiency in Microsoft Office and CRM systems is essential.
• Detail-oriented team player with excellent organizational and interpersonal skills.
• Ability to work well under pressure, especially during fairs and events.
• Experience in the art world or creative industries is advantageous.
• Native English speaker; additional language skills are a plus.
• Strong ability to prioritize and manage multiple projects simultaneously.