Executive Assistant VP Design

General Description

The Executive Level Office Manager will provide executive level administrative support to the Design Services Vice President and the Design Services department.

To be successful in this role, applicant must be well-organized, detail-oriented, have impeccable time management skills, and be able to act without guidance. Ultimately, this role will contribute to the efficiency of the Design Services business by providing personalized and timely support to the Vice President and the department. Qualified individuals must be 100% proficient in English.

Role and Responsibilities:

· Manage Vice President’s calendar, schedule meetings, and send daily schedule/reminder emails

· Make travel and accommodation arrangements for the Vice President, team members, consultants, and other department guests

· Serve as client liaison and handle client communication / take preliminary client meetings on behalf of the Vice President

· Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to Vice President with suggested solutions

· Read and analyze memos, emails and messages for significance; then route to appropriate personnel in a timely and efficient manner

· Prepare executive responses to routine memos, letters, or correspondence

· Serve as key record keeper, providing minutes and agendas for department meetings and for Vice President’s personal meetings

· Assist the marketing department and Vice President with new client efforts and marketing platforms such as our website and Instagram

· Prepare presentations as requested by Vice President

· Reimbursement forms and submittals

· Coordinate office equipment / general support requests with IT

· Record daily attendance and submit on the online platform

· Coordinate internal, cross-departmental, and external events, celebrations, and tasks, such as team-building events, birthdays, photoshoots, client / departmental gifts

· Share departmental / company communication with the team, such as announcements from Human Resources, notifications from Security, department work anniversaries

· Manage client contracts

· Prepare reports, collect and analyze departmental and project information

· Maintain inventory of supplies for the office and design studio. Anticipate needs, place and expedite orders when necessary

· General business / operations support as needed

· Develop and utilize historical information; provide retrieval of information

Qualifications and Education Requirements

• B.S. in Administration or related field
• 3+ years administrative support or executive assistance
• Exceptional organizational skills and problem-solving ability
• Advanced MS Office experience
• Excellent verbal and written communication skills
• Discretion and confidentiality
• Advanced proficiency in English 
• Experience in accounting and / or marketing is a plus
• Supervisory experience
• Familiarity with office applications (e.g. Outlook, Monday.com, and other office equipment like printers)
• Strong attention to detail