Executive Assistant & Office Manager

About the Role

As Executive Assistant & Office Manager, you will provide exceptional support to our Executive Leader while overseeing the seamless operation of our New York Head Office. Acting as a trusted partner, you will proactively manage priorities, coordinate executive activities, and create an organised, efficient, and welcoming workplace environment. This role requires a highly organised, proactive individual with outstanding attention to detail, discretion, and the ability to anticipate needs and deliver solutions in a fast-paced environment.

Responsibilities

• Executive Assistant
  • Provide high-level executive support to the President, managing priorities, complex scheduling, communications, and day-to-day requirements with discretion and professionalism.
  • Manage a dynamic calendar, coordinate meetings, prepare agendas and documentation, capture confidential minutes, and ensure timely follow-up of actions.
  • Act as a trusted point of contact between the President, Leadership Team, employees, clients, and external stakeholders, ensuring effective communication and information flow.
  • Prepare reports, presentations, and briefing materials, providing research and insights to support executive decision-making.
  • Provide personal administrative support to the President, including managing confidential documentation and time-sensitive matters.
• Team Support
  • Provide administrative support to Department Heads and the broader Head Office team, enabling effective collaboration and smooth business operations.
  • Support onboarding activities in partnership with HR, including office introductions, workplace setup, and ensuring new team members have a seamless arrival experience.
  • Assist with team events, meetings, conferences, and employee engagement initiatives in collaboration with HR, Marketing, and PR teams.
  • Support seasonal business activities, including Wholesale Market preparation, showroom readiness, and Marketing/PR initiatives.
• Office Management
  • Oversee the day-to-day operations of the New York Head Office, ensuring an organised, efficient, and welcoming workplace environment.
  • Develop and maintain office processes, systems, procedures, and administration resources to support business effectiveness.
  • Manage office facilities, building relationships, security processes, maintenance requirements, and workplace improvements.
  • Partner with HR and leadership teams on workplace initiatives, office communications, employee experience activities, and operational improvements.
  • Manage office projects, including refurbishment, expansion initiatives, and other workplace enhancements.
• Travel Management
  • Coordinate domestic and international travel arrangements for Executives and team members, including flights, accommodation, transfers, visas, travel insurance, and other travel requirements.
  • Develop detailed travel itineraries and provide proactive support to ensure seamless travel experiences.
  • Manage travel-related administration, including expense reporting, reconciliation, and budget tracking.
• Special Projects & Business Support
  • Provide support across a range of ad hoc projects and business initiatives as directed by the President, Department Heads, and Senior Leadership Team.
  • Assist with project coordination, including tracking timelines, preparing documentation, coordinating stakeholders, and supporting successful delivery of key outcomes.
  • Prepare monthly and ad hoc reports, presentations, and supporting materials to assist leadership priorities and decision-making.
  • Support a variety of business initiatives, including events, seasonal activities, finance administration, and workplace improvement projects.

Requirements

• 3–5 years’ experience in office management, executive assistance, or administration roles within a fast-paced professional environment.
• Previous experience providing high-level support to Senior Executives and/or Leadership teams.
• Proven ability to handle confidential, sensitive, and private information with discretion, integrity, and the highest level of professionalism.
• Strong proficiency across Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Exceptional organisational skills, with the ability to prioritise competing demands, manage deadlines, and anticipate needs.
• Excellent written and verbal communication skills, with a polished and professional approach when engaging with internal and external stakeholders.
• Strong attention to detail, accuracy, and the ability to maintain a high standard of work in a dynamic environment.
• Excellent typing, language, and administrative skills.

Benefits

• Flexible work options that support balance and wellbeing.
• Access to tailored development plans and learning opportunities.
• Generous employee benefits and product discounts.
• Clear pathways for career progression within a global organisation.
• A collaborative, high-performing, and inclusive team culture.

Pay

75,000 USD per year.