Executive Assistant & Special Projects

Position Summary

We are seeking an organized, proactive Executive Assistant & Special Projects professional to support the COO/Creative Director with meeting follow-through, project coordination, and company events. You will help turn the COO/Creative Director’s direction into clear next steps, keep teams informed, and ensure agreed tasks and approvals move forward.

Working closely with the COO/Creative Director and department leaders, you will coordinate a defined set of initiatives, including influencer collaborations and creative projects. The COO/Creative Director sets priorities and overall direction; you organize the details, anticipate next steps, and keep execution on track. This is an individual contributor role with no direct reports.

Key Responsibilities

Executive Support

• Email and calendar management
• Prepare materials for selected COO/Creative Director meetings, attend as needed, capture decisions, and confirm action items, owners, and deadlines.
• Maintain an action tracker, proactively follow up on commitments, and prepare concise updates on progress, decisions needed, and roadblocks.
• Gather materials and context for COO/Creative Director approvals, flag risks early, and recommend next steps when timelines or priorities shift.

Operational & Administrative Support

• Translate the COO/Creative Director’s direction into practical task lists and timelines, confirming responsibilities, required approvals, and budget needs.
• Coordinate assigned projects across departments from planning through completion, following up on deliverables and keeping the COO/Creative Director informed.
• Partner with creative and other teams to track agreed milestones, dependencies, and delivery dates.

Special Projects

• Marketing giveaways: Coordinate the development and execution of a marketing gift giveaway, including gift selection, vendor coordination, timelines, approvals, and delivery logistics.
• Influencer collaborations: Gather information help prepare proposed offers and coordinate the agreement under the COO/Creative Director’s direction; coordinate communications with influencers or their management teams, internal approvals, deliverables, and related events.
• Company Events: Plan and coordinate company events, including the holiday party: research vendors, gather quotes, prepare budget options, and manage logistics and execution following approval.
• Perform other duties and responsibilities as assigned

How we will work together

• The COO/Creative Director and this role will agree on a focused list of active projects and review priorities and capacity weekly. New substantial assignments will include a discussion of what should be deferred or adjusted.
• Each project will have a defined objective, decision owner, and timeline. The COO/Creative Director retains final approval of major spending, commercial terms, and executive decisions.
• This role coordinates across departments; department leaders retain responsibility for their teams and functional decisions. Conflicting priorities are escalated to the COO/Creative Director for resolution.
• Work will be planned around agreed working hours. Occasional event-related work outside those hours will be discussed in advance, and event planning will be included in overall workload planning.
• The primary focus of the role is meeting preparation, follow-through, and project coordination; secondary focus would be to provide occasional scheduling assistance and personal administrative support to the COO/Creative Director as needed.

What you bring

• Relevant experience in executive assistance, project coordination, creative operations, or a similar role supporting senior leaders.
• Strong organization and follow-through, with the ability to turn direction into an actionable plan and complete agreed tasks without frequent prompting.
• Strong written and verbal communication, including concise status updates and clear recommendations.
• Comfort working with senior leaders, internal teams, vendors, and external partners, with discretion around confidential information.
• Good judgment about when to act independently, seek approval, or raise a capacity or timeline concern.
• Experience using shared trackers, spreadsheets, presentations, and project management tools.
• Experience with consumer brands, apparel, influencer partnerships, or company events is helpful.

What success looks like

The COO/Creative Director has clear vi…