What are the responsibilities and job description for the Personal Assistant position at Montce Swim?
Personal
Returns
Misc. Pick up & drop off
Misc errands and groceries
Order & pick up lunch
Dry cleaning pick up and drop off- set day per week for both
Schedule x cancel appointments and update calendar-Notify of appointments day of and in daily summary
Misc Research and make contact / info sheets for schools / activities / doctors / etc as requested kids bdays personal parties day of help even on weekends 2-3 x per year
Place orders for both personal and montce items as requested track on new doc with returns status etc - purchases doc tab for montce and personal and payments tab - bills tickets etc track etc
Printing projects- any docs needed and drop off frequently
Organizing projects at home and in office
Transport misc items between office & house (samples, docs, fabric, etc.)
Montce Misc.
Returns
Misc. Pick up & drop off
Misc Research and make contact / info sheets for schools / activities / doctors / etc as requested
Place orders for both personal and montce items as requested track on new doc with returns status etc - purchases doc tab for montce and personal and Payments tab - bills tickets etc track etc
Printing projects- any docs needed and drop off frequently
Organizing projects at home and in office
Transport misc items between office & house (samples, docs, fabric, etc.)
Coordinate personal pull and promo requests with ecom
New stores- set up w ali x devin -may require travel
Assist travel with design x misc tradeshows
Setup help with events, shows, etc.
Design Studio manager
Make sure all swimsuits are hung and fabrics files growing project tbd
Poc to mag ali share to contacts
Groceries for office per ali per request
General organization
Mail
Trash
Water order and coord pickups and refill as needed
Water plants
Recycle paper in bulk
Schedule cleaner as needed
Misc org projects and upkeep
Fabric filing upkeep ongoing
Organize and file annual design binders and upkeep organization of all binders
Organizing pack and unpack before after shoots and trips
Content Studio Co Manager
General organization assist
Poc to mag ali share to contacts
Mail
Assist w props management tbd per stores and in house
Photoshoots (Prep / Day of / Post)
General
6-10 shoots per year - 3-4 collections outside of other shoots collabs etc
Steps in lining up shoot : ie. updating location, hair, makeup, video docs
Casting- take photos and upload to Dropbox
Pack, prep, unpack
Call sheets tbd
Look sheets tbd
Pulls- possibly to CC or both, tbd
Prep
If traveling, assist with all travel accommodations (rental car, flights, hotels, research nearby food options, transportation etc.)
If traveling, create detailed day by day schedule breakdown in addition to call sheet
Hire coord hire teams to help prep day of and post shoot as needed
Balance sheet for budget props etc for shoot models hmua etc, payment w devin x isa
Protocol for photoshoot is in the drive under the folder photoshoot
Coord order props with ali
Scan count assist w props hunt 2 weeks bf shoot gather vibes-Websites that Ali likes to use for props are; Prism boutique, urban outfitters, anthropologie, and target
Coord and locate all samples needed for shoot per ali vanessa ecom etc
Organize and pack all looks, acc, props, food, etc to transport to shoot
Own the shot list
Take photos or use photos from Ali to create shoot photo doc of all looks to be shot
Food x drink
Locate and coordinate cooler snacks food and photoshoot supplies ie changing booth(s), suitcase, liners, steamer etc etc review and tb if any specvial needs per shoot w isa and ali
Take and place coffee and food orders research options w ali in advance
call sheet
Help create the call sheet - shell handle model info photog etc you'll handle location etc
Day of :
Photoshoot manager on site take lead day of coord and location ie first to arrive coord eod organization check in etc etc main point of contact for all
Go to person for questions info day of
Drinks food placement cooler ice day of
Upkeep day of schedule per call sheet assist ali on timing of shoot and pace!
Upkeep looks shot irt in group text or delegate out and upkeep physical doc too irt noting changes and substitutions submit on breaks to ali and eod
Main assist to ali on shoot hands on - trips back and forth go for and delegate go forth on large locations with a lot of back and forth
Order and return props / acc if needed
continuously organize and track all looks shot and delegate team to assist
Post :
Upkeep reshoot doc with me before and after per approved images regardless of items shot - can only be done after selects made and w a set meeting check in for selects to be made w isa weekly to ensure this update gets made systematically wo a reminder -add in notes to reshoot as they come up
Order and return props / acc if needed
sort and return all items used- ecom, props and shoes to Ali’s office, samples to Vanessa if samples were used- keep vanessa's first samples and or bad samples separate from other samples keep a list to track - mark internally if needed
Misc Job Notes :
Always Confirm back by text all confirmed appts and add to cal automatically w address and all details
Whenever making an appt text me with time date options before booking to confirm
Daily summaries are key and keep ongoing to do list there as well via dm on slack
Keep a doc for all payments made- details w notes tickets etc etc one for personal x montce all purchases w tracking etc , a tab for all returns with status or note ie credit and detail on that credit in shared docs
Save all research projects in shared docs too
Upkeep pw doc in shared too w brit dev
Get amazon instacart acct through montce amex and a personal amex too
Pulls / Promos
Pull all items needed for photoshoots and transfer to content pulls in apparel magic- 5-8 hours depending on the size of the shoot, frequency varies but always before every shoot
Sort and transfer all shoot returns post photoshoot ~ 8 hours post every shoot depending on size of shoot
Pull, pack, and adjust in system for all promos requested by Ali- quick process 15-20 mins per pull, frequency varies
Inventory for content warehouse before the end of every quarter- 6-8 hours
Return and transfer in apparel magic all content pulls when Isa is done with them- typically 30 mins-1 hour but varies depending on the size of return
Financial
Use correct account personal vs business for miscellaneous
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