Executive Assistant

EXECUTIVE ASSISTANT

APPARATUS is a New York-based designer and manufacturer of a distinctive catalog of high-end, high-touch lighting, furniture and objects. We produce both in-house and with the support of high-quality external partners; our catalog is sold globally.

This role provides comprehensive administrative and personal support to the Artistic Director and CEO, ensuring seamless execution of both business operations and personal matters. The Executive Assistant manages complex and ever-changing scheduling, coordinates communications, and handles confidential tasks with discretion while maintaining the highest standards of professionalism.

RESPONSIBILITIES

Business support and administrative management

• Manage the Artistic Director’s calendar, including meetings, reviews, and studio appointments, with a proactive and strategic approach.


• Oversee the Artistic Director’s inbox, ensuring timely follow-up, prioritization and clear communication across business and personal matters.


• Coordinate domestic and international travel bookings, logistics, agendas, and itineraries.


• Serve as a liaison between the Artistic Director and internal/external stakeholders, ensuring clear and professional communication.


• Track and organize project timelines, presentations, and administrative workflows in partnership with studio leadership.


• Prepare materials for meetings and presentations; take notes and follow up on action items.

Personal support and lifestyle management

• Oversee personal scheduling, appointments, reservations, and errands with attention to detail and discretion.


• Manage household vendors, deliveries, and general upkeep as needed.


• Coordinate personal travel, holidays, and accommodations.


• Manage personal finances, including tracking and paying invoices, coordinating with accountants and preparing materials for tax filings.


• Assist with special projects related to events, gifting, or home organization.


• Maintain confidentiality and act with integrity in all personal matters.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience.


• Minimum 2 years of experience as an executive assistant supporting a C-level executive.


• Background in luxury goods, design, art or creative industries strongly preferred.


• Strong track record in fast-paced, high-pressure environments that demand excellence and efficiency.


• Experience in a business that requires a team to execute the common vision, understands the value of the individual and the team.

SKILLS

• Exceptional organizational and time-management skills with ability to manage multiple competing priorities simultaneously.


• Superior written and verbal communication skills, with the ability to interact professionally with high-level executives, clients, and vendors.


• Discretion and confidentiality when handling sensitive business and personal information.


• Proactive problem-solving abilities and strategic thinking to anticipate needs and prevent issues.


• Strong attention to detail and accuracy in all administrative tasks.


• Adaptability and flexibility to handle changing priorities and urgent requests with grace under pressure.


• Tech-savvy with proficiency in calendar management systems, email platforms, travel booking tools, and Microsoft Office Suite.


• Cultural awareness and sophistication appropriate for interaction with design industry professionals and luxury clientele.


• Ability to work independently with minimal supervision while maintaining high standards.


• Professional demeanor and polished presentation suitable for representing the Artistic Director and APPARATUS brand.

WORK SCHEDULE

• Full-time hours with flexibility to accommodate the Artistic Director’s schedule and business needs.


• Occasional early mornings, evenings, and weekend availability required.

PERFORMANCE REVIEW AND CHECK-INS SCHEDULE

• Regular check-ins.


• Annual performance review.

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is based in our New York studio. Must be legally authorized to work in the U.S. without sponsorship.