Personal Assistant to Creative Director

AESOP Corporate - New York, NY

Full-timeEstimated: $79,000 - $110,000 a year
EducationSkills
Aesop has carefully cultivated a work environment in which our employees are constantly challenged to do their best. Our company is determinedly creative, intelligent and progressive, and nurtures these qualities by employing people who share our passionate interest in design, innovation, and incisive enquiry across all fields.

Our organisational culture is entirely unique, distinguished by an uncommon blend of courtesy, cordiality and intellectual energy. We seek those who can bring a wealth of life experience and inspired ideas to our table.

In return, we provide comprehensive induction and training programmes, and encourage an inclusive culture that nurtures enduring professional relationships. We also appreciate the benefits that flow from our employees’ external pursuits.

We raise our bar high at Aesop and never lower it; this is one of the keys to our success and one of the many reasons why people wish to work here. If you would like to join Aesop, we invite you to peruse our current career opportunities.

POSITION PURPOSE/SUMMARY OF ROLE

Provide a high level of administrative support to the Creative Director who leads the business from the front. Possess a proactive attitude and exceptional organisational skills to be a real asset to the Creative Director whose time is constantly in demand. Management of complex calendars together with managing ever changing domestic / international travel itineraries, email communications to ensure timely responses, and upkeep of efficient email filing systems for ease of retrieval and follow up. Co-ordinating detailed Board Reports / presentations and liaising with senior management. All duties performed require considerable confidentiality, initiative and mature independent judgment. Leadership qualities such as dependability and accountability are required together with a high degree of professional independence and self-discipline.

MAIN RESPONSIBILITIES

Calendar management involving maintaining, prioritising and scheduling all meetings domestically and internationally including meeting room bookings and external reservations.
Acting as a gatekeeper for all telephone calls, meeting requests and emails relating to the Creative Director
Follow up on email requests to ensure that responses are timely on both sides
Managing and forward planning of all travel requirements for the Creative Director including international and domestic flights, accommodation, car transfers, visa applications, scheduling domestic / international meetings, preparing travel itineraries and managing time zone differences.
Assisting with the preparation and collation of various presentations.
First point of contact for newly appointed senior staff
Managing candidate schedules which might involve organising flights, transfers and accommodation to NY, advising any relevant visa’s required, together with scheduling interviews with appropriate Head Office staff
Assist with arrangements and accommodation for senior creative staff (infrequently)
Reconciling monthly credit card expenses and cash reimbursements both domestically and internationally involving currency conversions.
Managing all documentation needed for interviews and presentations involving biographies, photos, registration forms and personal documentation.
Point of contact for all documentation to be signed by the Creative Director
Assist with attention to the aesthetics and wellbeing of the creative department, especially when the creative director is travelling
Assist with management of Direct Reports ensuring all personnel requirements are met throughout the year (e.g. Development Conversations, regular meetings etc.)
Scheduling, research and project managing creative events for the Creative Department – in line with Aesop culture/policies
Following up with staff members to ensure deadlines, project briefings etc. are met (forward planning a must). Collecting and collating all project approvals for your signoff
Establishing a system for all creative filing to ensure easy access at all times

Qualifications:
Bachelor’s degree or higher in one or more of the following degrees: Arts, Fine Arts, Liberal Arts, Literature, Music, Business Administration or equivalent experience.
3 years minimum experience in an Personal Assistant role, office management, project management and event coordination is necessary.
Demonstrated ability to proactively present and escalate ideas, suggestions and problems to ensure continuous improvement.
Practical problem solving skills and ability to complete tasks within set timeframes.
Infallible organisational skills.
Strong written and communication skills.
Proficient in Microsoft