Executive Assistant & Office Manager

Position Summary As Executive Assistant & Office Manager, you will provide exceptional support to our Executive Leader while overseeing the seamless operation of our New York Head Office. Acting as a trusted partner, you will proactively manage priorities, coordinate executive activities, and create an organised, efficient, and welcoming workplace environment.

You will be responsible for ensuring the smooth flow of day to day office operations, facilitating communication across internal and external stakeholders, and supporting a collaborative culture where teams can thrive. This role requires a highly organised, proactive individual with outstanding attention to detail, discretion, and the ability to anticipate needs and deliver solutions in a fast-paced environment.

Skills & Specifications

• 3–5 years’ experience in office management, executive assistance, or administration roles within a fast-paced professional environment.
• Previous experience providing high-level support to Senior Executives and/or Leadership teams.
• Proven ability to handle confidential, sensitive, and private information with discretion, integrity, and the highest level of professionalism.
• Strong proficiency across Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Exceptional organisational skills, with the ability to prioritise competing demands, manage deadlines, and anticipate needs.
• Excellent written and verbal communication skills, with a polished and professional approach when engaging with internal and external stakeholders.
• Strong attention to detail, accuracy, and the ability to maintain a high standard of work in a dynamic environment.
• Excellent typing, language, and administrative skills.

Key Responsibilities Executive Assistant

• Provide high-level executive support to the President, managing priorities, complex scheduling, communications, and day-to-day requirements with discretion and professionalism.
• Manage a dynamic calendar, coordinate meetings, prepare agendas and documentation, capture confidential minutes, and ensure timely follow-up of actions.
• Act as a trusted point of contact between the President, Leadership Team, employees, clients, and external stakeholders, ensuring effective communication and information flow.
• Prepare reports, presentations, and briefing materials, providing research and insights to support executive decision-making.
• Provide personal administrative support to the President, including managing confidential documentation and time-sensitive matters.

Team Support

• Provide administrative support to Department Heads and the broader Head Office team, enabling effective collaboration and smooth business operations.
• Support onboarding activities in partnership with HR, including office introductions, workplace setup, and ensuring new team members have a seamless arrival experience.
• Assist with team events, meetings, conferences, and employee engagement initiatives in collaboration with HR, Marketing, and PR teams.
• Support seasonal business activities, including Wholesale Market preparation, showroom readiness, and Marketing/PR initiatives.

Office Management

• Oversee the day-to-day operations of the New York Head Office, ensuring an organised, efficient, and welcoming workplace environment.
• Develop and maintain office processes, systems, procedures, and administration resources to support business effectiveness.
• Manage office facilities, building relationships, security processes, maintenance requirements, and workplace improvements.
• Partner with HR and leadership teams on workplace initiatives, office communications, employee experience activities, and operational improvements.
• Manage office projects, including refurbishment, expansion initiatives, and other workplace enhancements.

Travel Management

• Coordinate domestic and international travel arrangements for Executives and team members, including flights, accommodation, transfers, visas, travel insurance, and other travel requirements.
• Develop detailed travel itineraries and provide proactive support to ensure seamless travel experiences.
• Manage travel-related administration, including expense reporting, reconciliation, and budget tracking.

Special Projects & Business Support

• Provide support across a range of ad hoc projects and business initiatives as directed by the President, Department Heads, and Senior Leadership Team.
• Assist w…