In this role you are responsible for ensuring the Founder’s schedule, projects and commitments are executed flawlessly, as well as tracking and helping the Founder to manage and provide a white glove experience to all wedding clients. You shall all assist the Project Manager with implementing the operational vision of the organization around communications and operational systems.
We specialize in luxury destination weddings and editorials across the globe. We work with professionals at the top of our industry serving elite (sometimes celebrity) clients. Privacy is paramount to our clients, as is professionalism, discretion, and signing non-disclosure agreements. In addition to our wedding work, we also have two fine art print shops selling artwork to interior designers and to discerning clients. Lastly, we are also expanding into education for photographers and will be launching online several times per year.
Our finished products look glamorous and anyone who works in luxury products/services knows that there is an incredible amount of hard work that happens behind-the-scenes to create that effortless, magical, end result. You will be an integral part of the behind-the-scenes team.
~ Are a high-energy, organized and experienced executive assistant.
~ Have an inquisitive mind and enjoy listening to podcasts and/or reading business and marketing books.
~ Are eager to seek out solutions and passionate about learning.
~ Are renowned for your attention to detail, juggling is your superpower.
~ Have a proven track record as a high-functioning communicator.
~ Are able to navigate tight deadlines, and sticky situations with grace.
~ Work well with people and can quickly build rapport.
~ Take ownership and pride in your work, embrace new challenges, are able to quickly adapt to changes on-the-fly, and create organization and simplicity out of even the most chaotic circumstances.
~ Are honest and direct, yet diplomatic, and have an all-hands-on-deck mentality.
~ Are tech-savvy, always seeking to learn and master new platforms and programs.
~ Are a proactive thinker, always thinking a few steps ahead and are able to catch potential issues before they become problems.
~ Support the Founder in executing her vision and growing the organization.
~ Scheduling - work with the Project Manager to schedule team meetings and be the first point of contact for clients, and others needing to meet with the Founder, ensuring all meeting requests are responded to and resolved in a timely manner.
~ Reviewing the Founders calendar regularly to ensure there are no appointments, travel, or personal commitments missing from the calendar, while also ensuring no scheduling conflicts exist and that the Founder has everything they need for each item in the schedule.
~ Manage the Founders calendar, and ensure time is blocked appropriately to allow timely completion of tasks and client commitments.
~ Actively work with the Founder to identify opportunities where time can be freed. Tasks that can be delegated, meetings that are unnecessary, meetings that can be shorter, etc.
~ Organize and maintain files, documents, and photos in both Dropbox and Google Drive within our organizational structure.
~ Plan and book travel for the Founder as needed.
~ Act as the liaison between the team and our clients to ensure our clients have a truly white glove experience throughout with our organization at all stages.
~ Create and maintain a database of all vital information of our clients and team members, including likes, dislikes, birthdays, anniversaries, etc and find, procure, and deliver carefully chosen gifts to our clients and team members to celebrate special occasions.
~ Create and maintain a detailed record of the tools and programs the organization pays for on a monthly or yearly basis, reviewing the list regularly and cancelling services we are no longer using.
~ Draft proposals for review by the Founder, and send finalized proposals to prospective clients and follow up as needed.
~ Attend and take notes on meetings, ensuring that all action items are captured and added to our project management tool and that meeting notes are distributed to team members in a timely manner.
~ Managing or main database of clients ensuring information is accurate and up to date and that follow ups are happening on time.
~ Assist the team in running and compiling regular reports on key metrics for review and discussion at team meetings.
~ Lead the team in providing stellar service to our clients so they feel well cared for at every stage, maintaining the high end, white glove service we promise.
~ Ensure no inquiries or prospective clients fall through the cracks and that all touch points are systematized and tracked.
~ Build and maintain a well managed calendar for the Founder that ensures there is enough blocked time for client projects so we can beat our client deadlines every time.
~ Help to keep the Founder on track with tasks and bookings and to meet our shoot goals every year.
~ Find opportunities where processes and procedures and systemization would help to streamline operations and create efficiencies and take the lead on building and maintaining those.
~ Work with the leadership team to help keep the Partners accountable to tasks and helping to ensure their workload is manageable, pointing out when time commitments are unreasonable and where opportunities to delegate tasks exists.
To be the successful applicant you must:
~ Have at least 2 years of experience as an executive assistant.
~ Have at least 2 years of experience in customer service.
~ Be proficient with iCal andGoogle calendar, Google docs, Dropbox, Asana (or similar project management tool).
~ Be able to collaborate effectively with key members of the team such as the founder, managing partner, project manager, etc.
It is preferred that the successful applicant:
~ Have experience with Tavé and Slack.
~ Have previous experience working in the wedding industry.
This job description is not all-inclusive and certain activities, duties or responsibilities may be required of the employee as needed.
~ You’ve never worked in an administrative role before.
~ You don’t enjoy fast paced environments and are unable to work a flexible schedule.
~ You have other clients or manage a virtual assistant agency, this is a full-time position.
Please send a brief intro (a video recording is greatly encouraged), your resume to firstname.lastname@example.org with the subject line: EXECUTIVE ASSISTANT