Executive Assistant

APPARATUS is a New York-based design studio that explores the relationship of lighting, furniture and objects in immersive environments, threading the historical and the cultural through a modern lens.

The Executive Assistant is responsible for providing administrative management and support to the Artistic Director (40%), President (40%) and COO (20%). This includes managing calendars, making travel arrangements, running daily schedules, handling correspondence, preparing meeting materials, and providing overall organizational support. The ideal candidate will be detail-oriented, highly organized, and have excellent communication skills. They will also have a strong work ethic and a passion for creativity and innovation.

RESPONSIBILITIES

• Proactively manage, assess and predict the day-to-day needs of the CEO and President to ensure they are prepared and organized for all internal and external meetings and events.
• Execute on a wide variety of incoming requests, responding to, organizing, or delegating as needed.
• Manage the calendars of the Artistic Director and President, including scheduling and adjusting meetings, appointments and keeping track of travel arrangements.
• Book and manage domestic and international travel and logistics.
• Assist with meetings management – can include sending calendar invitations, working with stakeholders on agendas and preparation, taking notes, distilling information and following up on action items.
• Provide a wide range of administrative support including professional and personal administration.
• Handle confidential and non-routine information and coordinate communication between appropriate departments.
• Facilitate daily meal ordering and delivery.
• Liaise with Finance department on tracking of expenses.
• Provide support for special projects.
• Gift coordination and business communication tasks.
• Communicate directly with VIP external contacts as needed.
• Proofread documents for appropriate grammar, punctuation, spelling and a particular attention to APPARATUS brand standards.
• Organize and catalog paperwork and files.

SKILLS

• Ability to manage multiple tasks simultaneously and switch focus with ease.
• Excellent organizational and time management skills, with an independent drive and ability to work under pressure to deliver items quickly.
• Professional, confident and gracious.
• Excellent verbal and written communications skills.
• Demonstrate a consistently positive attitude and ability to be a collaborative team player.
• Ability to demonstrate discretion and handle sensitive information.
• Passion for excellence.
• Ability to build rapport quickly with a variety of individuals.
• Strategic and solutions-based thinker.
• Strong aesthetic and presentation skills, with a keen eye for detail.
• Comfortable stepping outside regular duties as needed.
• Ability to adapt quickly to changing plans and priorities in an ever-evolving environment.
• Ability to respond professionally to critical feedback and proactive in seeking support and help when needed.

EXPERIENCE

• Bachelor's degree in business administration or a related field.
• 5+ years of experience as an executive assistant or in a similar role. Hospitality background a plus.
• Proven ability in a high-paced environment that values consistency, efficiency, and excellence.
• Proficiency in Microsoft Office Suite and Google applications with the ability to learn an implement new technology quickly and accurately.
• Experience with VIP external contacts and managing sensitive and confidential matters with the utmost discretion.
• Experience managing and coordinating busy calendars.

WORK SCHEDULE

• Full-time gallery hours : Monday–Friday, generally 10:00AM–6:00PM.
• Longer hours and weekend availability as needed.
• Domestic or international travel as needed.

PERFORMANCE REVIEW AND CHECK-INS SCHEDULE

• Regular check-ins.
• Annual performance review.

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is non-remote and is based in our New York Studio. Must be legally authorized to work in the U.S.