Executive Assistant

Our client is seeking a full-time Executive Assistant & Office Manager. The client is a leading manufacturer of high-end golf apparel and sportswear. They have a wholesale distribution network extending across 25 countries and encompassing over 3,500 golf clubs and resorts worldwide.

The Executive Assistant & Office Manager works in our New York Headquarters Office and reports to our Chief of Staff. This position is responsible for managing the daily schedules and support for the CEO, President and Creative Director in addition to managing the operations and administrative office duties to ensure effectiveness and efficiency. The ideal candidate will be an energetic professional who doesn't mind wearing multiple hats in a fast-paced work environment. This person should be experienced in handling a wide range of administrative and executive support-related tasks. This candidate can work independently, excels in communication with colleagues and clients, has keen attention to detail and is capable of creating solutions for problems as they arise. In addition, this person should be highly organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Responsibilities:

Executive Assistant to the CEO, President and Creative Director:

• Coordinate and plan all Domestic & International travel including booking private cars for transportation.
• Optimize Outlook Calendar for CEO, President, and Creative Director to ensure alignment with major company initiatives - including daily meeting reminders for each executive.
• Submit Weekly Expense Reports for our C-Suite Executive Team.
• Prepare, compose, and type letters/memos/emails/presentations for our C-Suite Executive Team.
• Serve as the liaison between Executive Team and Sales, Marketing, Design Teams on various projects and communication.
• Screen and direct calls, mail, and other communication to the appropriate person within the organization.

Office and Showroom Management

• Manage all operations of our New York Headquarter Office and Showroom.
• Maintain the operations of our NY Showroom including Outlook calendar management for key client meetings.
• Communicate all Showroom appointments with the Leadership Team on a weekly basis.
• Manage all cross-department communication - Holiday, Office announcements, Office Events, Corporate Lunches.
• Partner with HR, IT, and Managers on candidate and new hire requests.
• Coordinate onsite catering needs for key client showroom meetings and events.
• Willingness to engage with clients who visit our New York Headquarters for Showroom and Executive Meetings.

Event Planning:

• Coordinate all planning and logistics of Executive Leadership Offsite Meetings.
• Coordinate all planning and logistics forCompany Office Events including Annual Christmas Party. Identify venues, vendors, activities etc., while working within thebudget parameters set for such events.
• Coordinate event logistics and services, including technology and equipment needed to run the event, food, drinks, air and ground transportation, lodging, and more.
• Outline the scope of events, including time, date, location, and budget to present to leadership.
• Negotiate and manage vendor contracts that align with budget and goals of the event.
• Managing thesetup, teardown, and cleanup ofthe event.

Experience:

• Previous experience asan office manager, executive assistant to c-suite executives, or similar position
• Positive professional demeanor
• Strong work ethic and self-motivated
• Solutions-oriented mindset
• Proficiency in Microsoft Office (Outlook,Word, Excel, PowerPoint)
• Detail-oriented, extremely well organized with strong time management skills
• Ability to multi-task, prioritize and meet stated deadlines
• Ability to maintain confidentiality and handle information with discretion
• Experience in event planning or project management, with asuccessful record of planned events.
• Serve as the liaison and between executive team and internal marketing, sales and design on priority deadlines
• Strong communication skills to make ensure that everyone has realistic expectations
• Creative and original thinker
• Ability to lead a large team and delegate taskseffectively
• Ability to manage your own time and keep others on the schedule
• Ability to budget appropriately and process payments