Executive Assistant to CEO + Office Manager

Executive Assistant to Founder Job Description

We are seeking an Executive Assistant to support the Founder of a rapidly growing, high-profile jewelry company. The Executive Assistant will play a vital role in ensuring the Founder’s daily operations run seamlessly by managing schedules, preparing materials, and maintaining an organized workspace. This position requires strong organizational skills, proactive problem-solving, and attention to detail.

Responsibilities:

1. Workspace and Material Organization

• Prepare trays and organize components such as materials, tools, and inspiration images to ensure the Founder has everything needed for designing.
• Maintain an orderly and clean workspace, keeping materials and tools organized and accessible.
• Monitor inventory of design materials and notify relevant teams when restocking is required.

2. Calendar and Scheduling Management

• Collaborate with the Founder’s Chief of Staff to manage the Founder’s calendar, ensuring all appointments, meetings, and events are accurately scheduled and prioritized.
• Coordinate travel arrangements in partnership with the Chief of Staff, including booking flights, hotels, and transportation.
• Proactively identify and resolve scheduling conflicts.

3. Meeting Coordination and Support

• Prepare clear, structured agendas for meetings in collaboration with the Founder and key stakeholders.
• Attend meetings to capture detailed notes, ensuring all action items and decisions are documented.
• Distribute meeting notes and follow-up tasks to relevant stakeholders, monitoring progress to ensure completion.

4. Event and Presentation Preparation

• Assist in preparing for photo shoots, presentations, and events, including gathering materials, ensuring logistics are in place, and organizing jewelry and accessories.
• Provide on-site support during events, ensuring smooth execution and addressing any issues promptly.
• Coordinate with team members to ensure all aspects of event preparation are aligned with the Founder’s vision.

5. General Support to the Founder / Team

• Act as the Founder’s go-to support for miscellaneous tasks, ensuring efficiency and reducing time spent on administrative or logistical details.
• Serve as a trusted partner, anticipating needs and providing proactive solutions to streamline the Founder’s work. She might need a latte!
• Provide additional support to the Director of Operations with special projects on a case by case / as needed basis.

Qualifications:

• Bachelor’s degree or equivalent experience
• 2 years of experience as an Executive Assistant or in a similar support role, preferably in a creative or entrepreneurial environment.
• EXCEPTIONAL organizational and time management skills.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Ability to handle multiple priorities and adapt to a fast-paced work environment.
• Strong attention to detail and commitment to maintaining a clean, organized workspace.

Preferred Qualifications:

• Experience in the jewelry or fashion industry.
• Familiarity with design processes or materials management.

This is a unique opportunity to work closely with a visionary Founder and be a key contributor to a creative, fast-paced company. If you’re resourceful, detail-oriented, and passionate about organization and efficiency, we’d love to hear from you!

• 50% employer paid United Healthcare after 90 days
• Aflac voluntary(employee paid)
• Dental voluntary (employee paid)
• 401k after 90 days 25% employee match 1 year vested
• Transit check program (pre tax employee paid)
• 1500 annual jewelry allowance