Executive Assistant

Trends International, LLC is a leading publisher and distributor of licensed products, including posters, calendars, stickers and bookmarks across North America. Serving major brick-and-mortar retailers across various locations, Trends is dedicated to delivering high-quality products that inspire and engage consumers. Trends International, LLC is also the owner of Art.com and Allposters.com, our e-commerce direct-to-consumer channels. Allposters.com and Art.com offer millions of prints ranging from popular licensed properties to gallery-style fine wall art.

Job Summary:

The Executive Assistant serves as a trusted partner to the President/CEO and provides high-level administrative support to the executive leadership team. This role is responsible for ensuring efficient day-to-day operations through proactive calendar management, meeting coordination, travel planning, office support, and administrative execution. The ideal candidate is highly organized, detail-oriented, adaptable, and able to manage multiple priorities while maintaining professionalism and confidentiality. This position supports both executive leadership needs and broader office administration responsibilities to help create a productive and welcoming workplace environment.

General Responsibilities:

Executive & Administrative Support

• Provide direct administrative support to the President/CEO and executive leadership team.
• Manage and maintain complex calendars, including scheduling meetings, prioritizing requests, resolving conflicts, and coordinating logistics.
• Coordinate internal and external meetings, including conference room reservations, meeting materials, agendas, and follow-up items.
• Screen and prioritize communications, correspondence, and requests as needed.
• Prepare, organize, and distribute documents, reports, presentations, and meeting materials.
• Handle confidential and sensitive information with discretion and professionalism.

Travel & Event Coordination

• Coordinate travel arrangements for executives, including flights, lodging, transportation, itineraries, and related logistics.
• Manage travel schedules and provide detailed itineraries and support for changes or adjustments.
• Coordinate catering orders for meetings, executive events, employee functions, and special occasions.
• Assist with planning and logistics for company meetings and events.

Office & Operational Support

• Oversee breakroom organization and upkeep, ensuring supplies are stocked and the area remains clean, organized, and functional.
• Monitor and maintain office supply inventory and coordinate ordering as needed.
• Make copies, scan documents, file records, and perform other general administrative tasks.
• Assist with mail distribution, document preparation, and office coordination activities.
• Support day-to-day office operations and identify opportunities to improve efficiency and organization.

Skills and Abilities:

• Strong interpersonal and relationship-building skills.
• Ability to maintain confidentiality when appropriate.
• Ability to anticipate needs and operate with a high level of initiative.
• Comfortable managing both strategic executive support responsibilities and hands-on administrative tasks.
• Demonstrated professionalism and customer-service mindset.

Experience and Education:

• 1-3 years of administrative support experience, preferably supporting an executive leadership team.
• Experience with Microsoft Office products including Teams, Outlook, Excel, PowerPoint.

Physical Requirements:

• Remain in a stationary position for extended periods while working at a computer, attending meetings or performing administrative tasks.
• Operate standard office equipment including computers, printers, copiers and other related office equipment.
• Communicate effectively with employees, executives, vendors, and other stakeholders.
• Move throughout the office and event locations as needed to support operations and events.
• Lift, carry, push or pull items weighing up 20 pounds such as presentation materials, office supplies and event materials.
• Maintain focus, accuracy and attention to detail while managing multiple priorities, deadlines, and interruptions in a fast-paced environment.

Trends International, LLC complies with the Americans with Disabilities Act (ADA) and the ADA Amendments Act (ADAAA). Per the ADA, Trends International, LLC will make reasonable accommodation for known physical or mental disabilities of a qualified and disabled applicant or employee. Trends International, LLC may decline to accommodate the request should it cause an undue hardship on the operations of the company. It is the responsibility of the employee or applicant to request accommodation. The individual should identify what accommodation they believe is needed to successfully perform the functions of the job above. Employees may be asked to provide medical evidence to support the need for the requested accommodation. Please contact the People & Culture department with any questions or requests for accommodation.