Executive Coordinator

Executive Coordinator for Chief Growth Officer & Global Head of Partnerships, Art Basel

Office location: New York

Art Basel is seeking a highly organized and proactive Executive Assistant & Team Coordinator. This position will report to the Chief Growth Officer and will provide administrative support for the CGO & Global Head of Partnerships, as well as act as the primary coordinator among growth teams. This role requires a bias toward action, quick responses, exceptional attention to detail and strong interpersonal skills.

The Executive Assistant & Team Coordinator will oversee the calendars of the Chief Growth Officer and Global Head of Partnerships, to ensure maximum efficiency and value. In addition to administrative-related tasks, the Executive Assistant & Team Coordinator will have the unique opportunity to work closely with the entire Growth leadership team as well as Executive Team for Art Basel.

Your responsabilities

Calendar and Schedule Management

• Responsible for calendar management, requiring interaction with both internal and external stakeholders
• Provide administrative support, which includes scheduling and owning special projects as requested
• Scheduling both virtual and in-person meetings and events with multiple stakeholders

Administrative Support

• Support the CGO & GHP with various materials for meetings where necessary
• Take comprehensive and concise notes and ensure follow-through on meeting action items for all hands meetings
• Manage receipts, expenses, and reimbursements
• Maintain confidentiality when handling sensitive or non-routine information

Travel and Event Planning

• Make travel arrangements, including scheduling reservations, accommodations, transportation and visas
• Plan, manage, and support travel-related logistics for events, conferences, and speaking engagements

Email and Communication Management

• Communicate with internal and external parties regarding scheduling meetings
• Ensure efficient follow up to requests for meetings

Project and Task Management

• Prioritize and manage multiple projects simultaneously, following through promptly
• Assist in planning, maintaining documentation, and tracking the progress of projects
• Assist in the planning and execution of team gatherings, securing venues, locking dates, sharing agendas, etc.

Your Profile

• Bachelor’s Degree required
• Minimum of 5 years’ experience in office management and executive support, with global exposure
• Proficient in Microsoft Office and CRM systems
• Detail-oriented team player with excellent organizational skills
• Ability to work well under pressure, especially during fairs
• Native English speaker: additional language skills are advantageous

Salary range: $80,000 - $90,000 a year