Executive Assistant At Spiegelworld Corporate

Spiegelworld is the planet’s premier purveyor of submersive entertainment for savvy, seen-it-all adult audiences, proudly creating award-winning, genre-defying live entertainment experiences, smash-hit shows and one-of-a-kind cocktail and dining destinations powered by the world’s most talented artists and artisans. Founded in 2006, Spiegelworld is a quirkforce of 550+ organizers, agitators, dreamers, doers, insiders, outsiders and iconoclasts of every flavor, on a mission to make the world a more art-filled, inspired and playful place, one unforgettable memory at a time.
Scope
We are looking for an Executive Assistant to perform a variety of administrative tasks and support Spiegelworld’s Impressario & Executive Producer including senior-level managers. This position will be responsible for managing calendars, scheduling meetings, arranging travel, processing expense reports, responding to email, and general administrative and personal assistance. The individual will be organized, extremely detail oriented, and have learned the art of maintaining a calm and composed presence through fast-paced work days all while keeping a sense of humor. This role reports to the Executive Vice President of Spiegelworld.
Responsibilities

• Maintain a working knowledge of our clients and collaborators.
• Frequent travel between Manhattan and Brooklyn for tasks, errands, and personal support.
• Work closely with business and management contacts to oversee personal properties.
• Coordinate personal and business travel for Impresario as well as business and personal contacts.
• Manage the Impresario’s personal and professional calendar strategically and logistically. Facilitate meetings including communication to participants with time, location, attendees, and agenda.
• Provide high-level and professional communication with business and personal contacts (efficient email correspondence, providing warm and courteous contact, arranging and sending gifts, etc.).
• Implementing and maintaining efficient office procedures by establishing standards, measuring results against standards, and making necessary adjustments for improvement.
• Provide administrative and personal assistance to the Impresario Extraordinaire.
• Semi-regular travel between New York City and Las Vegas for company meetings and events.
• Filing and organizing records, invoices, and other important documentation.
• Other duties as assigned by your manager.
• Assist with hospitality and planning of Spiegelworld gatherings including staff meetings, office holiday parties, opening nights, workshops, office outings, etc.
• Coordinate with Impresario’s family, household staff, contractors, vendors, and nanny for household needs
• Support the office manager of the New York City office. Helping to keep the office neat and clutter-free by tidying communal spaces, conference rooms, office supply areas, and a regular cleanout of the breakroom fridge. Ensure recycling and trash are removed by cleaners regularly.
• Prepare, reconcile, and submit expense reports.

The responsibilities of this position may change from time to time. Spiegelworld reserves the right to add or delete duties and responsibilities at the discretion of the company. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.
Requirements

• Knowledge of Microsoft Office along with expertise in Google platforms and experience with Mac products.
• Proven excellence as an office assistant, office administrator, or in another relevant position.
• Must be 21 years of age or older and have valid work authorization for the US
• Outstanding abilities to communicate in person, in writing, and over the phone.
• Minimum of 3 years of office experience, preferably in the entertainment industry, and the ability to interact with all levels of staff effectively.
• Able to work in a nightlife atmosphere with loud music and flashing lights.
• Excellent organizational skills, verbal and written communication skills, and an ability to manage individuals’ calendars and travel arrangements.
• Excellent organizational skills; hard working and able to take direction and prioritize while juggling multiple projects at once in a fast-paced environment.
• Comfortable working in a fast-paced, collaborative, creative environment
• Based in New York City with the ability to travel.
• Familiarity with common procedures and basic account principles used in the office.
• Good sense of urgency and a ‘no job is too small’ attitude.
• Experience working with dynamic, creative, on-the-go individuals.
• Ability to manage change and remain focused while coordinating multiple tasks and anticipate potential issues and ensure that all office support needs are being met.
• Excellent time management skills and ability to manage shifting priorities to meet deadlines while maintaining a positive attitude.
• Willing to participate in employer-paid COVID-19 Mitigation protocols which include testing and onsite screening.
• Following a conditional offer of employment, able to show proof of being fully vaccinated, able to get vaccinated within 7 days, or have a qualifying medical or religious exception.
• Strong oral, written, analytical and interpersonal skills.

Benefits
From free benefits to competitive pay, Spiegelworld is proud to offer a comprehensive compensation and benefits package to our eligible part-time and full-time employees. Benefits include 100% employer paid health coverage for employees, 401k plan with employer match, access to a network of support for our employees’ health and well-being, and vacation time and paid time off including holiday pay opportunities. What’s more, Spiegelworld offers employee discounts on goods and services that will help our employees live a better and healthier life.