Executive Assistant (Creative) Jobs

Length of Assignment: Temp to Hire

Location: 3-4X on site in Tribeca. NY

Description:

We are seeking a highly organized and adaptable individual to join our team as an Executive Assistant (EA) supporting two Vice Presidents of Design, along with the innovation team. This role will primarily focus on supporting one VP, but will also involve working closely with the VP of the innovation team. The successful candidate will need to navigate the different personality types and expectations of both VPs effectively.

Responsibilities:

Executive Support: Provide comprehensive administrative support, including calendar management, scheduling meetings, prioritizing requests, and managing email correspondence. Anticipate their needs and ensure they are well-prepared for meetings and events.

Organization and Efficiency: Maintain a high level of organization in managing calendars, travel arrangements, and expenses using tools like Concur. Streamline administrative processes and identify opportunities for improvement to enhance productivity.

Familiarity with AGILE: Understand AGILE methodologies and its application in design processes. Collaborate with the design team to ensure smooth project workflows and assist in managing timelines and deliverables.

Relationship Management: Build and maintain strong working relationships with other administrators and stakeholders across the organization. Facilitate effective communication and coordination between various teams and departments.

Process Improvement: Proactively evaluate existing processes and workflows and recommend enhancements to optimize efficiency and effectiveness. Work closely with the leaders to implement changes and ensure smooth adoption.

Representation of Design Team: Act as a representative and ambassador for the design team, both internally and externally. Possess a deep understanding of the design culture and effectively communicate the team's vision and goals.

Creative Background: A creative background is considered a bonus for this role. Experience or knowledge of design principles and practices will help in better understanding and supporting the design team's requirements.

Requirements:

Seasoned EA: Proven experience as an Executive Assistant, preferably supporting senior-level executives. Possess a strong understanding of the role's responsibilities and have a track record of successfully managing multiple priorities.

High-Level Organization: Exceptional organizational skills with the ability to prioritize tasks, meet deadlines, and handle sensitive and confidential information with discretion.

AGILE Familiarity: Familiarity with AGILE methodologies and their application in design processes is highly desirable. Experience in project management or collaboration tools used in AGILE environments is a plus.

Travel and Expense Management: Proficient in travel booking and expense management systems, such as Concur. Ability to efficiently handle travel arrangements and process expense reports.

Relationship Building: Excellent interpersonal and communication skills with the ability to build and maintain positive relationships with colleagues at all levels. Collaborative approach and a natural relationship driver.

Process Improvement Mindset: Strong analytical and problem-solving skills with a keen eye for identifying areas of improvement. Ability to assess processes, propose changes, and effectively implement them in collaboration with the leaders.

• Hybrid Role: This is a hybrid role, with an expected in-office presence of 3-4 days a week, depending on the executives' schedules. The position is based out of our Hudson office/Design Center.