The art of the perfect fit

Executive Assistant / Personal Assistant, Artist Studio

Posted: 17.11.2022
Contract Type: Full-time
Job Type: Permanent
Pay: $65k - $80k pa
Location: New York, NY, USA
Tenure: Permanent
Job description:

Our client, an established artist and his wife, is looking for an Executive Assistant / Personal Assistant to support all personal and professional matters that arise on a daily basis. Tasks include extensive travel management, diary management and other personal duties. We are looking for flexible candidates who like wearing different hats, thrive in supporting roles and being in a dynamic working environment.

Responsibilities:

Travel management

  • Manage all travel bookings and itineraries
  • Liaise with external high-end travel vendors to coordinate domestic and international travel arrangements. Create detailed travel itineraries for family to follow and make last minute complex changes when needed. (This includes all aspects of business or personal travel i.e. cars, hotels, reservations, restaurant and personal activities, and airport escorts)
  • Flag and arrange any international travel visa, health, or other requirements for travel when necessary
  • Check into flights
  • Manage travel for family and studio members when necessary
  • Provide support to the artist and family during both domestic and international travel, making any necessary changes and sharing updates throughout the trip

Diary management

  • Make restaurant reservations
  • RSVP to important events (in communication with Studio Manager)
  • Coordinate and confirm personal appointments. Prepare family for anything they may need to do ahead of time. Submit and process all paperwork related to appointments
  • Follow up on all appointments ahead of time to confirm or reschedule as necessary
  • Send daily schedule rundowns and reminders

Personal / homes duties

  • Serve as the central point of communication to household staff (includes chef, nannies, dog walkers, housekeeper, contractors, and building managers)
  • Coordinate all cleaning, repairs, and guest stays
  • Manage dog systems (potty breaks, food, day care, dog walkers, vet appts.), and help Studio Assistant with in-studio cats
  • Apartment rooftop garden maintenance; watering twice a week, checking in to check on garden
  • Run home related errands around Manhattan and Brooklyn (e.g. dry cleaning, drop off/pickup clothing from high end stores, purchase gifts, grocery shopping, FedEx drop-offs/pickups, delivering gifts to friends’ residences, etc.)
  • Coordinate deliveries at private residence while maintaining a high level of respect for privacy
  • Be at residences to let approved messengers in and out when needed
  • Coordinate schedules and payments for personal and home invoices with external accounting team
  • Keep private family documents up to date and organized (e.g. passport renewals, birth certificates, global entry forms, drivers licenses, etc.)

Artist duties

  • Send daily schedule
  • Manage personal calendar in tandem with Studio Manager, assist with making any personal appointments (medical, legal, etc.)
  • Manage online subscriptions
  • Manage IT needs (phones, iPads, Computers) with Organisational Officer
  • Pack for travel
  • Organize closet systems
  • Setup and oversee libraries reorganisation
  • Work with Studio to help with ad hoc studio tasks (e.g. event planning and setup, studio organisation, studio tours)
  • Maintain guest lists for openings and events. Provide clean and updated list to Studio Manager ahead of exhibitions
  • Draft thank you notes when necessary
  • Work with Studio Manager to obtain signatures
  • Assist Organisational Officer and Studio Manager with Studio parties and events
  • Answer phones and greet guests

Wife duties

  • Any requested errands
  • Organize parties and events
  • Put together presentations and PowerPoint decks for work and personal projects
  • Make in person and online purchases (i.e. shopping, subscriptions, show tickets, etc.)
  • Draft external correspondences for SH review
  • Assist in content creation for social media
  • Manage all medical need requests
  • Manage IT needs (phones, iPads, Computers)
  • Make dinner reservations and RSVP to events

Requirements:

  • Must be comfortable with children as the family has a four year old child. You will be in their personal residence spending a lot of time with the nanny and child, and sometimes left with the child alone. Flexible to be on call outside of the 10am-6pm workday. Will have to answer messages and take care of tasks before and after work, as well as on weekends at times
  • Must be extremely discrete and professional in all communications
  • Must have a valid driver’s license and be comfortable driving in and out of New York City (e.g. to Long Island)
  • Some out-of-state or international travel may be required
  • Must have experience coordinating international travel either personally or in a professional setting
  • Knowledge of the art and fashion world is a plus
  • Bachelor’s degree preferred or previous years’ of administrative or personal assistant experience
  • Proficiency in Google Suite (Sheets, Docs, Slides)
  • Proficiency with Adobe Photoshop or Illustrator a plus
  • Final candidate will be subjected to background checks and non-disclosure agreement must be signed upon hire