Executive Assistant & Event Producer to Chief of Staff
We are actively seeking an Executive Assistant to be the right hand to the Chief of Staff. Among the usual
EA responsibilities, this person will also take the lead on the coordination and management of events,
ensuring they run smoothly and efficiently. This role involves a mix of administrative tasks, on-site event
support, and managing brand partnerships.. This fast paced role is an excellent high growth learning
opportunity under an encouraging mentor with both project management and client facing opportunities.
Details:
Full time, hybrid position (mostly remote), based in NYC, hourly DOE, stipend
Job Responsibilities:
Executive Assistant
Assist the Chief of Staff in daily tasks to ensure personal and professional goals are accomplished and operations run smoothly. Project management, calendar support as needed.
Prioritize Chief of Staff workflow, scheduling and representation in all daily tasks.
Act as a reliable representative in attending meetings, tours, or commitments on behalf of CoS.
Carry out administrative tasks (revising documents, emails,etc.) to internal/external stakeholders.
Positively represent team and Talent when communicating and interacting externally.
Backfill COS role when they are out-of-office, work in tandem with the Personal Assistant.
Provide additional support to Talent as directed by the Chief of Staff.
Event Producer
Manage events of 60+ high-profile guests from ideation to creative and on-site execution.
Collaborate with CoS and brand partners in planning and executing self-produced events.
Pitch brand sponsorship opportunities, craft brand sponsorship documents, manage vendor relationships and ensure brand marketing deliverables are met.
Act as primary lead for on-site execution from load-in through load-out, oversee staff/runners and aid in general guest hospitality throughout the events.
Coordinate production logistics and prepare event documents: production schedules, partner timelines, event run-of-show, venue COIs, contracts and packing lists.
Collaborate with the Chief of Staff and Event PAs on event design, including décor and layout.
Vendor relationship management, source venues and competitive quotes
Communicate with vendors, suppliers, and clients to ensure all logistics are handled.
Qualifications:
Must have previous event operations experience or experience as an Executive Assistant or in a similar relevant role, preferably in the entertainment industry
Ability to uphold high standard of professionalism and discretion
Excellent organizational and multitasking skills, with meticulous attention to detail.
Strong communication and interpersonal skills, ability to work independently and take initiative; flexible and able to prioritize
Submit resume to: cat@catdarlingagency.com