NYC Interior Design firm seeks an enthusiastic, detail-oriented and personable candidate with an outgoing personality to serve as an executive assistant and office manager to a high-end residential and commercial interior design firm in midtown Manhattan.
Purpose: To provide personal and administrative support to Principal in both business and personal matters. To work in conjunction with the operations, marketing, and design departments under the direct supervision of the Operations Director & Brand Director.
Responsibilities:
1. Scheduling
· Schedule meetings, appearances, events and travel for Principal and staff.
· Inform Principal and essential stakeholders of all scheduled items and updates in a timely and efficient way.
· Ensure Principal is adequately prepared for all scheduled engagements.
· Respond to invitations in a timely and courteous manner.
· Schedule personal appointments (health, etc.)
· Arrange travel itineraries and clearly communicate all travel logistics for Principal (personal and business-related) and other company employees.
2. Correspondence
· Oversee professional and personal correspondence, which includes:
o Check Principal’s emails
o Respond to invites and email as directed.
o Create and maintain database of personal and professional contacts
o Oversee holiday mailings
o Coordinate birthday, anniversary, etc. cards/gifts on behalf of office
· Coordinate vendor presentations for the office
3. Documentation
· Maintain basic company information binders and digital records
4. Administrative
· Responsible for answering the phones
· Oversee mailing lists, ordering of supplies, maintaining calendar, preparation for client presentations, mailing of packages, booking of travel, etc.
5. Public Relations and Marketing Initiatives
· Pursue various initiatives as supervised regarding Principal’s career such as appearances, lectures, endorsements and online ventures
· Monitor and maintain press clippings & filing system
o Check google alerts and clip all relevant media pieces (digital and in-print)
· Assist in maintaining and updating websites
· Assist in media events, PR, and marketing initiative coordination and logistics
o Event planning
o Communicate with various press outlets
o Assist in creating and updating press kits, bios, etc.
o Social Media content creation & posting
Qualifications
· 2+ years of experience in a related field
· Initiative, discretion, integrity, open-mindedness, sound judgment and adaptability.
· Ability to remain calm under pressure.
· Thorough and detail-oriented approach to tasks and problem solving.
· Flexibility in responding to a wide variety of tasks.
· Knowledge of office management, administrative and word processing functions.
· Proficient in Microsoft office and Photoshop
· Effective time management, prioritizing and planning skills.
Note: Salary commensurate with experience.
Please submit your resume to rosalie@thomfilicia.com
