Executive Administrative Assistant to Creative Director

About the Role

Join a dynamic global lifestyle brand in New York City as a key Executive Assistant supporting the Creative Director. This role demands an experienced, proactive professional adept at navigating fast-paced creative sectors such as fashion, music, film, art, or design. The position involves high-level administrative and operational support, ensuring efficient daily operations, calendar and meeting management, budget oversight, and assisting with special projects.

Primary Responsibilities

• Manage and optimize the Creative Director's calendar, prioritizing appointments and coordinating with internal teams and external partners.
• Develop and maintain strong connections with administrative teams, cross-department collaborators, vendors, and other stakeholders to facilitate scheduling and meeting execution.
• Organize logistical components for both in-person and virtual meetings, including agendas, venue bookings, materials, and catering.
• Provide technical assistance such as submitting IT requests and resolving remote meeting issues.
• Administer and maintain Microsoft Teams channels to support seamless team communication.
• Oversee travel arrangements and expense management, ensuring alignment with company policies and budget constraints.
• Prepare, submit, and reconcile expense reports and corporate credit card statements.
• Manage procurement processes, including supplier onboarding, purchase orders, and invoice tracking.
• Act as a liaison across departments to address inquiries and resolve issues on behalf of the Creative Director and team.
• Enhance team culture by organizing celebrations, milestones, and engagement activities that encourage a positive environment.
• Lead and facilitate departmental projects from inception through completion, including planning, scheduling, budgeting, and evaluation.
• Build and coordinate project teams, resources, and timelines to align with organizational priorities.
• Monitor project progress and deliver regular status reports while ensuring quality throughout the project lifecycle.
• Draft and prepare executive correspondence, presentations, agendas, reports, and other materials as required.

Required Qualifications and Skills

• Minimum of 10 years’ professional experience, preferably within fashion or administrative support sectors.
• Bachelor’s degree or equivalent educational background preferred.
• Advanced skills in Outlook Calendar management.
• Proficiency with Microsoft Word, Excel, and PowerPoint; familiarity with Mac operating systems is a plus.

Preferred Attributes

• Experience engaging with executives at multiple organizational levels.
• Highly organized with strong multitasking abilities.
• Exceptional verbal and written communication capabilities.
• Collaborative team player with leadership qualities and initiative.
• Exemplary discretion, professionalism, poise, and assertiveness; ability to maintain confidentiality.
• Ability to remain composed and productive in a high-pressure environment.
• Excellent follow-through, attention to detail, and customer service orientation.