Personal Assistant to The Creative Director - Gaithersburg, United States - Sarah Khan Event Styling

Description

• The Personal Assistant to the Creative Director is responsible for providing comprehensive support to the Creative Director in all tasks related to the operation of the business and personal matters. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This position requires a flexible work schedule with some weekend and evening hours.

• Efficiently manage the Creative Director's calendar, ensuring all appointments, meetings, and events are accurately scheduled and communicated.
• Manage multiple and competing requirements with efficiency.
• Prioritize and carry out special projects and complex assignments as needed, exercising frequent independent judgment, initiative, and tact.
• Serve as a point of contact with screening, and prioritizing communications, and responding on behalf of the executive as needed.
• Complete a broad variety of administrative tasks that facilitate the Creative Director's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Creative Director, including those of a highly confidential or critical nature.
• Answer all business line calls.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Gather images/videos for each client from Photographer and Videographer and update folders into Google Drive.
• Organize food orders for office meetings and client events.

• Act as a personal assistant to the executive, handling various administrative tasks as needed including but not limited to:
• Shop for groceries and prepare meals as needed
• Develop weekly menu with client
• Coordinate calendar with Operations Director
• Ensure time daily for meals, meetings, workouts
• Prepare Creative Director for meetings
• Prep documents, driving directions, etc.
• Coordinate information on meetings with Operations Director
• Prepare Creative Director for personal events
• Support acquiring gifts for events/friends
• Manage all Creative Director appointments
• Coordinate cleaning person for home
• Coordinate clothing preparation including dry cleaning and lay out
• Coordinate travel & itineraries for personal and work
• Pack
• Buy flights
• Support with childcare logistics
• Coordinate Creative Director's son's clothes/needs/sports
• Develop activities for entertainment and learning opportunities
• Pick up/Drop off as needed
• Run errands as requested
• Manage Creative Director correspondence
• Thank you letters
• Gifts
• Coordinate social events as needed
• Dinner parties for friends and clients
• Other projects/duties as assigned for the overall benefit of the company

• Company laptop, cell phone, and charger will be provided; company provided equipment is to be returned upon termination of employment.

• Proven experience as an Executive Assistant or similar role supporting highlevel executives with multiple roles
• Excellent organizational skills with a keen attention to detail.
• Ability to problem solve independently.
• Ability to multitask and prioritize assignments with appropriate urgency.
• Proficiency with Google Drive
• Google Docs, Google Sheets, Google Slides.
• Personal vehicle
• Willingness to work in multiple locations weekly or daily as needed

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

• 8 hour shift
• Day shift
• Monday to Friday