Design Studio Executive Assistant

1 month ago

New York, United States Intellectual Capital Investments (Peter Arnell) Full time

Design Studio Executive Assistant

 

PETERARNELL is a multidisciplinary design office working with a number of top tier companies on brand design and design-led business development. We are seeking a Design Studio Executive Assistant to provide direct administrative and operational support to Mr. Arnell.

 

We are an award-winning brand design and development firm founded and led by Peter Arnell. Mr. Arnell takes a consumer centric, design-led approach to helping customers innovate and grow their businesses. We believe great design is the product of intelligence, passion and personal commitment. This is demonstrated by a portfolio that spans over 40 years across a variety of industries from Startups to Fortune 500 clients. We excel at brand innovation, brand creation, new product development, consumer experience, environmental design touching all aspects of brand creation. We create new companies and brands, expand and extend existing brands, and design the products, services, spaces, communications and experiences that bring them to life.

 

The Design Studio Executive Assistant will be responsible for supporting day-to-day company operations, scheduling, communications, expense tracking, and coordination of travel arrangements.

 

In addition, the Design Studio Executive Assistant will also be accountable for archiving and organization of project-related materials – both physical and digital.


Role: 

• Coordinate meetings, manage schedules, make appointments, arrange travel plans for CEO and other team members, including booking flights, accommodations, and transportation. 

• Oversee team expense reports, screen and delegate incoming calls/emails, and provide other general assistance as required.

• Perform potentially confidential and complex administrative duties

• Draft various documents involving Excel, Word, Outlook and PowerPoint includingletters, creating/updating spreadsheets, compiling presentations, including research, meeting notes and summaries, and maintain a suitable document management/retention system.

• Coordinate team development and social events, working with internal and external stakeholders to develop the agenda, sort the logistics, ensure materials are prepared and sent in advance, and provide meeting support (e.g. conference room setup, calendar management, etc.)

• Day-to-day office management (supplies, support, etc.)

• Work cross-functionally with all key-stakeholders in office 

 

Required:

• Bachelor’s Degree 

• 3+ years administrative Executive level support experience 

• High level of professionalism and ability to treat sensitive and confidential information with appropriate discretion

• Proactive and pragmatic, considers all scenarios, gathers all pertinent information before communicating

• Strong attention to detail and excellent organizational skills with emphasis on accuracy, quality, timeliness, follow through and sense of urgency in executing

• Must possess adaptability, flexibility and resourcefulness

• Ability to function professionally under pressure, while managing multiple concurrent projects and deadlines. Strong ownership evident through responsibility and accountability for the end product.

• Must possess personal tact and good judgment; excellent interpersonal, written and verbal communication skills

• Ability to work in a fast-paced environment and handle stress appropriately and/or ability to solve practical problems and be sufficiently adaptable to handle dynamic situations with short notice.

• Flexible schedule and overtime required; early mornings or late evenings and weekend work will be necessary at times

• Proficiency in Microsoft Office (Word, Excel, Outlook)

• Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator)

 

Preferred:

• B.S. in Design and/or Business-related Discipline

• Knowledge of Design History, Current Design and Technological Trends

  • • Experience with Studio Product Photography, Lighting, and Photo Retouching

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