Executive Assistant

Bureau of Human Affairs•New York, NY

24d

About The Position

This role serves as a key support for the Creative Director, managing their schedule, communications, and administrative tasks. The Executive Assistant will also provide project and operational support to the studio, acting as a liaison between leadership and other teams. The position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities across different time zones, ideally within the creative industry.

Requirements

4+ years of experience in executive support, preferably in creative industries (design, architecture, fashion, or art).
Exceptional organization, time management, and attention to detail.
Excellent written and verbal communication skills.
Proven ability to handle sensitive and confidential information with discretion.
Proficiency with Google Workspace / Microsoft Office Suite; familiarity with project management tools is a plus.
Ability to work across multiple time zones and adapt to shifting priorities.
Cultural fluency, with the ability to represent the studio to high-profile clients and collaborators.

Nice To Haves

French language skills are an asset, but not required.

Responsibilities

Manage the Creative Director’s calendar, appointments, travel schedules, and meetings across multiple time zones.
Anticipate scheduling conflicts and resolve them proactively.
Coordinate internal meetings, client presentations, and site visits.
Ensure daily briefing and preparation for all meetings and events.
Act as a primary point of contact for external partners, clients, and collaborators.
Draft, proof, and manage correspondence with clarity and professionalism.
Maintain discretion with all confidential and sensitive information.
Filter, prioritize, and track communications to ensure timely follow-ups.
Support project teams with logistical coordination, including internal deadlines, deliverables, and reporting.
Maintain organized digital and physical filing systems, records, and archives.
Track key operational and creative milestones to support executive decision-making.
Assist with presentation preparation and client deliverables.
Coordinate domestic and international travel, including flights, accommodation, and on-site logistics.
Prepare detailed itineraries, briefing documents, and contacts lists.
Support in organizing studio events, exhibitions, or client dinners.
Act as a bridge between leadership and other studio teams to keep communication clear and structured.
Monitor key operational workflows to ensure smooth day-to-day function of the leadership office.
Support in budget tracking and vendor coordination as needed.