Executive Assistant

vineyard vines•Stamford, CT

26d•Onsite

About The Position

The Executive Assistant will provide high-level, confidential administrative support to the Co-Presidents. This individual must be professional, organized, and a problem solver allowing the Executives to arrive at meetings prepared. This position is often privy to privileged information and as such, requires diplomacy and discretion. This role requires a team player with the ability to work with the business and serve as the central hub of the vineyard vines office and leadership team. The Executive Assistant is able to balance high-volume and time-sensitive information and manage multiple action items. The ideal candidate is one who is willing to go above and beyond to proactively anticipate the needs of the Executives, manage changing calendar commitments, and balance work priorities.

Requirements

The right candidate is motivated, personable, detail-oriented, and able to multitask in a fast-paced environment
The role requires someone who can maintain composure in a fast-paced setting, juggling a high number of internal and external requests and prioritizing appropriately.
Executive professional presence
8+ years of recent, full-time executive support, reporting to one or more executives
Must be extremely adaptable to the ever-changing needs of a growing retail company
Highly proficient in Google Apps, particularly Google Calendar, and Google Docs -, excel
Proven ability to drive projects forward while simultaneously multitasking in an environment with shifting priorities
independent - able to work under little direction and exercise sound judgment when making time sensitive decisions
Excellent organizational skills
Personable able to work well with all personalities
Intellectual curiosity. Desire to learn the business to facilitate thoughtful team support
Ability to work out of the Stamford CT office 5 days a week

Responsibilities

Serve as a trusted, highly proactive partner, anticipating needs, managing priorities, and ensuring each day, commitment, and interaction is thoughtfully organized and seamlessly executed.
Provide high-touch executive support with warmth, professionalism, discretion, and exceptional attention to detail across in-person, phone, email, and virtual interactions.
Develop a strong understanding of individual working styles, priorities, preferences, and responsibilities while ensuring consistency and alignment across shared schedules and commitments.
Navigate a complex organizational structure and build strong relationships across the company to quickly source information, solve problems, connect people, and facilitate communication.
Serve as a key point of contact between senior leadership and internal and external stakeholders, using sound judgment to determine when to respond, escalate, redirect, or follow up.
Provide appropriate guidance and clarification to senior leaders and internal partners, with professionalism and discretion.
Handle sensitive and confidential information with the highest level of judgment and confidentiality.
Bring an elevated level of hospitality and thoughtfulness to all executive engagements, ensuring every interaction is seamless, well-planned, and reflective of the vineyard vines brand.
Own day-to-day calendar management, working closely with key stakeholders to ensure priorities are appropriately balanced and coordinated.
Proactively manage competing priorities across multiple calendars, resolve conflicts, anticipate scheduling challenges, and build appropriate preparation, travel, and transition time into each day.
Exercise sound judgment in prioritizing meetings, requests, and commitments based on business priorities and responsibilities.
Maintain a clear understanding of schedules and priorities and proactively identify opportunities to improve efficiency, eliminate conflicts, and protect time for strategic work.
Guide leadership through the day by discreetly providing time checks, anticipating transitions, and ensuring they are prepared for upcoming meetings, presentations, and commitments.
Ensure meetings are seamlessly planned and executed, including coordinating participants, agendas, pre-read materials, presentations, meeting spaces, technology, and timing.
Proactively request, organize, and distribute agenda items and pre-read materials in advance to ensure meetings are productive and participants are fully prepared.
Coordinate both in-person and virtual meetings, including room setup, technology, presentations, participant logistics, and timing.
Capture key meeting notes, decisions, action items, owners, and deadlines, ensuring clear accountability following meetings.
Maintain visibility into follow-up items and proactively communicate with owners to ensure commitments are completed accurately and on time.
Provide concise updates on outstanding priorities, decisions, and follow-up items requiring leadership attention.
Coordinate complex business and personal travel, including flights, ground transportation, accommodations, itineraries, and related logistics.
Anticipate travel needs and proactively manage changes, conflicts, and last-minute adjustments to ensure a seamless experience.
Coordinate daily meal ordering and other executive needs while maintaining a high level of discretion and attention to individual preferences.
Assist with occasional local errands and personal projects as needed, handling each request with urgency, discretion, and sound judgment.
Support vineyard vines product orders, gifting, and special requests for family, friends, and other designated recipients.
Manage follow-up on appointments and engagements, including correspondence, thank-you communications, and gifting when appropriate.
Maintain organized, polished, and fully functional executive office environments, including supplies, meeting materials, hospitality items, and general office needs.
Welcome and assist visitors, clients, and guests with warmth and professionalism, ensuring a seamless and elevated experience from arrival through departure.
Prepare, format, print, and organize reports, presentations, meeting materials, notes, and other executive documents.
Manage executive correspondence, contacts, phone calls, voicemail, and other communications with appropriate urgency and discretion.
Maintain accurate and timely expense reports.
Maintain calendars and records related to the usage, service, and maintenance of company fleet vehicles.
Maintain inventory of promotional and gifting items and coordinate distribution as needed.
Support Friends of vineyard vines (FOVV) promotional orders and related requests.
Support and, where appropriate, independently coordinate headquarters events and executive-hosted activities, including happy hours, BBQs, holiday celebrations, team-building events, and other company gatherings.
Support event logistics from planning through execution, including activities, vendors, supplies, communications, scheduling, and day-of coordination.
Support special projects and ad-hoc initiatives, bringing strong organization, resourcefulness, follow-through, and attention to detail to each assignment.
Partner cross-functionally with senior leaders and internal teams to drive special projects and ensure timely completion of priorities.
Identify opportunities to improve processes, anticipate needs, and create efficiencies that enhance the effectiveness of the executive office and broader leadership team.