Executive Assistant to the Founder/Office Manager
ConfidentialNew York, NY
Full Time Job
Executive Assistant to the Founder and Office Manager
We are a hip and unique rapidly growing boutique event planning firm based in New York City servicing the entertainment/music industry and looking to hire an Executive Assistant to the Founder/Office Manager. You will work closely with our founder, assisting with daily management of their schedule, meetings, and day-to-day life at our firm. We're looking for an energetic professional who enjoys wearing multiple hats.
This is an extraordinary opportunity to work for a thriving company who is in the startup phase - you have the opportunity to get in on the ground floor, help create the culture and the foundation of operational processes, and work alongside an extremely accomplished founder who has created a well-known, exciting and unique business that has been highly praised since its inception both culturally and in the media.
The ideal candidate is creative and stylish, resourceful, uber organized, detail oriented and self-motivated on a daily basis. In addition, you are comfortable with change and don't need to work in an environment with established infrastructure. You will play a key role in creating the infrastructure. Furthermore, you inspire confidence in your ability to handle a task even when it's something you've never done before.
-Act as the point of contact for answering phones, receiving packages, and handling all mailing related activities
-Manage office vendors and order supplies/equipment as needed for the office and work-related projects
-Develop and implement office policies and procedures
-Plan and execute company events (i.e. happy hours, team events, birthdays, and other culture-building activities)
-Provide general administrative support to the founder including screening phone calls, email correspondence, coordinating meetings, maintaining documents, etc
-Set up office processes.This is a new company so incumbent will have an opportunity to create the flow and organization of paperwork
-Coordinate and process expenses w bookkeeper
-Calendar Management in Microsoft Outlook: scheduling meetings, conference calls and travel
-Liaise between clients and management
-Book travel including air, hotel, rental car, car service for executives w company travel agent
-Oversee office manager duties
-Additional projects and responsibilities as needed
-A minimum 1+ years of relevant work experience, supporting senior level executives in a fast-paced environment
-Excellent and confident communication skills
-Ability to work independently, identify proactive solutions and be resourceful
-Extremely organized to the point of obsessive
-Ability to prioritize
-Ability to interact with senior executives and high-profile individuals in a competent and sophisticated manner
-Computer Wizard! Proficiency with Microsoft Outlook, Word, PowerPoint, Excel (spreadsheet king or queen!) and Keynote
-Trustworthy with solid references
-Experience in a startup/entrepreneurial work environment
-Great skill at creating presentations and decks
-Excellent sense of style
-Keen understanding of working with talent
-Pop culture enthusiast
-Great sense of humor
-Understanding of the music industry or related fields (fashion, media, arts, creative industries)
-Job Type: This is a full-time role
-Location: New York City (Manhattan office)
-Perks: This is a dream job like no other for the right candidate who is willing to work hard, be a team planner and has great vision. Plus, opportunity to travel.
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