Executive / Personal Assistant (Events)

Executive / Personal Assistant (Events)

Van Wyck & Van Wyck is a highly regarded environmental design and event production firm headquartered in New York City. We produce bespoke celebrations ranging from stunning weddings on beaches and mountaintops to international destination experiences.

Workshop designs and produces engaging events that communicate a brand's message. We build experiences that create compelling content, heighten brand loyalty, and influence purchase behavior.

Our two sister companies are distinguished by innovative designs and an unsurpassed level of service, with over 20 years of experience in the field. We are a dynamic, creative, and growth-oriented team with exceptionally high production values.

POSITION

Van Wyck & Van Wyck is seeking a highly organized and polished communicator for an Executive / Personal Assistant (Events) role. This role supports private events and works in close partnership with a founding principal of the company, Mimi van Wyck.

This is a dual-role position, with primary responsibility supporting event production and project coordination, alongside dedicated executive and personal support. The role requires comfort working 1:1 with a senior leader, managing shifting priorities, and operating independently in a non-traditional, home-office environment.

This role is not siloed. Responsibilities shift based on event timelines and executive priorities. While the role offers exposure and growth in both project management and executive support, success depends on exceptional written communication, strong judgment, discretion, and the ability to seamlessly balance multiple workstreams without constant oversight.

This role is based in our Charleston, South Carolina office and is approximately 60% project coordination and event production support, and 40% executive and personal assistance.

This is a full-time, exempt, in-office position with occasional travel, approximately once per month, to event sites. Hours vary based on event ramp-up, travel, and executive needs, and candidates should be comfortable with this reality.

RESPONSIBILITIES

This role reports directly to the principal and plays a critical role in both event execution and executive effectiveness. The Executive / Personal Assistant (Events) supports private events while ensuring the principal's priorities, communications, and logistics are managed with precision and discretion.

This role requires comfort handling both professional and personal matters with discretion and without rigid boundaries between responsibilities.

Responsibilities include, but are not limited to:

Executive & Personal Support

• Manage complex domestic and international travel arrangements, including flights, accommodations, and documentation
• Maintain and proactively manage the executive calendar, anticipating conflicts and shifting priorities
• Draft, edit, and manage written communications on behalf of the principal
• Track deadlines, follow-ups, and commitments across multiple workstreams
• Review, code, and reconcile business and personal expenses
• Support personal projects, home-hosted events, gifting, and special initiatives for clients, family, and staff

Project Management & Event Support

• Support event production timelines, logistics, and deliverables
• Attend client and vendor meetings; capture notes and distribute clear written summaries and action items
• Liaise with vendors and external partners; conduct vendor research as needed
• Track event-related expenses and invoices
• Support on-site event execution and travel as required

Operational Support

• Maintain organized digital and physical file systems within the home office
• Build and maintain systems that ensure work moves forward efficiently
• Anticipate needs, identify potential issues early, and take action without waiting for instruction
• Handle sensitive information with discretion and sound judgment

REQUIRED QUALIFICATIONS/SKILLS

Candidates must work independently and demonstrate strong anticipatory skills. Required qualifications include:

• Bachelor's degree from an accredited four-year institution
• Excellent written and verbal communication skills
• Minimum of 3 years in executive, personal, or high-touch support roles
• Exposure to events, hospitality, or production environments strongly preferred
• Strong command of Microsoft Office Suite (Outlook, PowerPoint, Excel, Word); AutoCAD a plus
• Comfortable working across both Mac and PC platforms

KEY COMPETENCIES

• Polished, professional, and upbeat presence
• Strong organizational skills and ability to manage multiple priorities simultaneously
• Discretion, sound judgment, and high emotional intelligence
• Highly detail-oriented with strong follow-through
• Proactively anticipates needs and resolves issues before escalation
• Adaptable and calm in a fast-paced, evolving environment
• Service-oriented mindset with a strong sense of ownership

*Please do not stop by our office unannounced to inquire about the role. All communications will be handled by our Director of Talent in our NYC office.

Van Wyck & Van Wyck and Workshop are proud to be Equal Opportunity Employers. We do not discriminate on the basis of race, color, ethnicity, creed, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, childbirth, breastfeeding or related medical conditions, reproductive health decision-making, marital status, partnership status, familial status, caregiver status, domestic violence, sexual violence or stalking victim status, national origin, ancestry, citizenship or immigration status, age, disability, arrest or conviction record, genetic information or predisposition, military or veteran status, lawful source of income, unemployment status, height or weight, hair texture or protective hairstyles, credit history, or any other status protected under applicable federal, state, or local law.