Personal Assistant

2 weeks ago

Fort Lauderdale, Florida, United States Montce Swim Full time

Personal

  • Returns
  • Misc. Pick up & drop off
  • Misc errands and groceries
  • Order & pick up lunch
  • Dry cleaning pick up and drop off- set day per week for both
  • Schedule x cancel appointments and update calendar-Notify of appointments day of and in daily summary
  • Misc Research and make contact/info sheets for schools/activities/doctors/etc as requested kids bdays personal parties day of help even on weekends 2-3 x per year
  • Place orders for both personal and montce items as requested track on new doc with returns status etc - purchases doc tab for montce and personal and payments tab - bills tickets etc track etc
  • Printing projects- any docs needed and drop off frequently
  • Organizing projects at home and in office
  • Transport misc items between office & house (samples, docs, fabric, etc.)

Montce Misc.

  • Returns
  • Misc. Pick up & drop off
  • Misc Research and make contact/info sheets for schools/activities/doctors/etc as requested
  • Place orders for both personal and montce items as requested track on new doc with returns status etc - purchases doc tab for montce and personal and Payments tab - bills tickets etc track etc
  • Printing projects- any docs needed and drop off frequently
  • Organizing projects at home and in office
  • Transport misc items between office & house (samples, docs, fabric, etc.)
  • Coordinate personal pull and promo requests with ecom
  • New stores- set up w ali x devin -may require travel
  • Assist travel with design x misc tradeshows
  • Setup help with events, shows, etc.

Design Studio manager

  • Make sure all swimsuits are hung and fabrics files growing project tbd
  • Poc to mag ali share to contacts
  • Groceries for office per ali per request
  • General organization
  • Mail
  • Trash
  • Water order and coord pickups and refill as needed
  • Water plants
  • Recycle paper in bulk
  • Schedule cleaner as needed
  • Misc org projects and upkeep
  • Fabric filing upkeep ongoing
  • Organize and file annual design binders and upkeep organization of all binders
  • Organizing pack and unpack before after shoots and trips

Content Studio Co Manager

  • General organization assist
  • Poc to mag ali share to contacts
  • Mail
  • Assist w props management tbd per stores and in house

Photoshoots (Prep/Day of/Post)

  • General
  • 6-10 shoots per year - 3-4 collections outside of other shoots collabs etc
  • Steps in lining up shoot : ie. updating location, hair, makeup, video docs
  • Casting- take photos and upload to Dropbox
  • Pack, prep, unpack
  • Call sheets tbd
  • Look sheets tbd
  • Pulls- possibly to CC or both, tbd

Prep

  • Help Isa research and upkeep loc doc isa should own it but assist as needed
  • If traveling, assist with all travel accommodations (rental car, flights, hotels, research nearby food options, transportation etc.)
  • If traveling, create detailed day by day schedule breakdown in addition to call sheet
  • Hire coord hire teams to help prep day of and post shoot as needed
  • Balance sheet for budget props etc for shoot models hmua etc, payment w devin x isa
  • Protocol for photoshoot is in the drive under the folder photoshoot
  • Coord order props with ali
  • Scan count assist w props hunt 2 weeks bf shoot gather vibes-Websites that Ali likes to use for props are; Prism boutique, urban outfitters, anthropologie, and target
  • Coord and locate all samples needed for shoot per ali vanessa ecom etc
  • Organize and pack all looks, acc, props, food, etc to transport to shoot
  • Own the shot list
  • Take photos or use photos from Ali to create shoot photo doc of all looks to be shot
  • Food x drink
  • Locate and coordinate cooler snacks food and photoshoot supplies ie changing booth(s), suitcase, liners, steamer etc etc review and tb if any specvial needs per shoot w isa and ali
  • Take and place coffee and food orders research options w ali in advance
  • call sheet
  • Help isa create the call sheet - shell handle model info photog etc you'll handle location etc

Day of:

  • Photoshoot manager on site take lead day of coord and location ie first to arrive coord eod organization check in etc etc main point of contact for all
  • Go to person for questions info day of
  • Drinks food placement cooler ice day of
  • Upkeep day of schedule per call sheet assist ali on timing of shoot and pace
  • Upkeep looks shot irt in group text or delegate out and upkeep physical doc too irt noting changes and substitutions submit on breaks to ali and eod
  • Main assist to ali on shoot hands on - trips back and forth go for and delegate go forth on large locations with a lot of back and forth
  • Order and return props/acc if needed
  • continuously organize and track all looks shot and delegate team to assist

Post:

  • Upkeep reshoot doc with me before and after per approved images regardless of items shot - can only be done after selects made and w a set meeting check in for selects to be made w isa weekly to ensure this update gets made systematically wo a reminder -add in notes to reshoot as they come up
  • Order and return props/acc if needed
  • sort and return all items used- ecom, props and shoes to Ali's office, samples to Vanessa if samples were used- keep vanessa's first samples and or bad samples separate from other samples keep a list to track - mark internally if needed

Misc Job Notes:

  • Always Confirm back by text all confirmed appts and add to cal automatically w address and all details
  • Whenever making an appt text me with time date options before booking to confirm
  • Daily summaries are key and keep ongoing to do list there as well via dm on slack
  • Keep a doc for all payments made- details w notes tickets etc etc one for personal x montce all purchases w tracking etc , a tab for all returns with status or note ie credit and detail on that credit in shared docs
  • Save all research projects in shared docs too
  • Upkeep pw doc in shared too w brit dev
  • Get amazon instacart acct through montce amex and a personal amex too

Pulls/Promos

  • Pull all items needed for photoshoots and transfer to content pulls in apparel magic- 5-8 hours+ depending on the size of the shoot, frequency varies but always before every shoot
  • Sort and transfer all shoot returns post photoshoot ~ 8 hours post every shoot depending on size of shoot
  • Pull, pack, and adjust in system for all promos requested by Ali- quick process 15-20 mins per pull, frequency varies
  • Inventory for content warehouse before the end of every quarter- 6-8 hours
  • Return and transfer in apparel magic all content pulls when Isa is done with them- typically 30 mins-1 hour but varies depending on the size of return

Financial

Use correct account personal vs business for miscellaneous

  • Pay bills with checks
  • Make payments- cash app, paypal, zelle, etc.
  • Print out end of month statements

MISC:

-occasional weekends

-detail oriented

-occasional travel

-good under stress x crunch times

-team player

-must have reliable transportation

-fashion experience is a plus

Compensation & Perks

· Health Benefits

· Paid Vacation, Sick and Holidays

· $50/mo phone bill stipend

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