Executive Administrative Assistant

Description

ABOUT DBD: THE STUDIO //

DBD: The Studio is a full-service creative agency that exists to create the most memorable, entertaining and sharable experiences.

We believe the right experience creates a memory that lasts forever. Thus, we strive to create experiences that are extraordinary, experiences that are authentic, original, and moving, combined with flawless, innovative, stunning, and on brand craftsmanship.

From negotiation to fabrication and everything in between. We've got all the tools needed to design unique events all under one roof. Because every step of every project needs the same obsession and attention to detail. We leave nothing to chance. Ever.

Specialties within our Studio: Creative // Design // Sales // Operations // Welding // Carpentry // Woodwork // Metalwork // 3D Printing // CNC // Paint // Floral // Fabric //Entertainment // Rentals // Costumes // and more!

POSITION OVERVIEW //

The Executive Assistant (EA) will provide high-level administrative support to the Executive Team. This role requires strong organizational skills, discretion, and the ability to handle multiple tasks in a fast-paced environment. The EA will serve as a strategic partner, ensuring seamless communication, scheduling, and operational support to maximize efficiency and effectiveness.

KEY RESPONSIBILITIES //

Responsibilities include, but are not limited to, the following:

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements.
• Screen and prioritize emails, calls, and correspondence, ensuring timely responses.
• Prepare reports, presentations, and meeting materials.
• Draft, review, and edit documents, ensuring accuracy and professionalism.
• Maintain and organize confidential files and records.
• Act as a liaison between internal departments and external stakeholders.
• Assist in the preparation and coordination of key business meetings, including agenda development, documentation, and follow-ups.
• Support project management initiatives, ensuring deadlines and deliverables are met.
• Conduct research and compile data to support decision-making processes.
• Coordinate, prepare sales reports, pipeline updates, and other business analytics as required.
• Support the Executive Team in client meetings and engagements, including notetaking and action item tracking.
• Assist with the organization of events, conferences, and company functions related to sales and operations.
• Communication & Relationship Management:
• Serve as a primary point of contact for internal and external requests directed to the Executive Team.
• Foster strong relationships with key stakeholders, ensuring smooth collaboration.
• Handle confidential information with discretion and professionalism.
• Perform other duties as assigned.

Qualifications

DESIRED EDUCATION, EXPERIENCE, & QUALIFICATIONS //

• Excellent verbal and written communication skills.
• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• 5 years of executive-level administrative support experience, preferably in sales or operations environments.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time-management skills.
• Ability to work independently, exercise good judgment, and maintain confidentiality.
• Strong problem-solving skills and adaptability in a dynamic work environment.

PHYSICAL REQUIREMENTS //

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization's facilities.

The compensation package will be commensurate with experience. Our employees are entitled to a standard set of benefits, including health and dental insurance and 401(k) with company match.