CEO Executive Assistant

HIRING INFORMATION

• Quantity: 1

RESPONSIBILITIES

1. Administrative & Business Support

• Email & Calendar Management: Manage the CEO’s inbox, prioritize emails, and schedule meetings, balancing business and personal commitments.
• Meeting Coordination: Organize meetings with internal teams, clients, and external stakeholders. Prepare meeting agendas, materials, and follow-up notes.
• Travel Arrangements: Plan and book domestic and international travel for both business trips and family vacations, ensuring smooth itineraries.
• Document Preparation: Assist in drafting presentations, reports, and other business documents.
• Task Prioritization: Help prioritize daily tasks based on urgency, ensuring the CEO can focus on the most critical aspects of the business.

2. Family & Household Management

• Children’s Schedule Management: Coordinate the children’s activities, including school pickups, extracurriculars, medical appointments, and playdates.
• Childcare & Household Staff: Liaise with nannies, babysitters, and other household staff to ensure smooth operations at home.
• Family Travel & Events: Assist in planning family vacations, school events, or special occasions, ensuring all logistics are handled efficiently.

3. Personal Tasks

• Errands & Shopping: Run personal errands such as shopping for clothing, gifts, or other necessities for the CEO and her family.
• Appointments: Schedule personal appointments for the CEO (e.g., doctors, fitness classes, beauty treatments)
• Special Occasions: Assist in planning and organizing birthdays, holidays, and family celebrations.
• Personal Finances: Help manage household budgets, bill payments, and expense tracking.
• Reminders & Follow-Ups: Keep track of key dates and remind the CEO of important family and business commitments.
• Crisis Management: Step in when unexpected family or business issues arise, providing quick solutions to minimize disruptions.

4. Content Creation Support

• Research: Research trending content, fashion and beauty trends, viral video templates and trending music
• Pre-production: Assist in creating moodboards, selecting outfits, props, and locations for shoots based on the creator's style and PR agency briefs.
• Shoot Assistance: Be on-site during shoots to handle equipment, lighting, and offer feedback on styling or composition.
• Editing: Basic photo and video editing (e.g., color correction, cropping, adding filters) for a cohesive visual aesthetic.
• Copywriting: Draft captions, headlines, and engaging descriptions that reflect the creator’s voice.

5. Event Coordination

• Event Research & RSVP Management: Keep track of upcoming events, manage RSVPs, and communicate dress codes to the creator.
• Outfit Planning: Assist with selecting event-appropriate outfits, following the dress code while reflecting the creator's personal style.
• On-Site Assistance: Help at events by taking behind-the-scenes content, coordinating schedules, and making sure the creator is prepared for networking opportunities.
• Event Recap: Document events for social media posts, including capturing images, videos, and writing up key takeaways or behind-the-scenes insights.

6. PR & Brand Collaboration Support

• Brand Partnerships: Coordinate with PR agencies to organize and track incoming PR packages, collaborations, and deliverables.
• Brief Management: Ensure that deliverables (content, captions, tags) are aligned with the expectations of PR agencies.
• Product Research: Familiarize with products sent for promotion and suggest creative ways to feature them in posts.
• Analytics & Reporting: Collect performance data (likes, engagement, shares) from posts related to brand collaborations and report results to agencies.

7. Logistics & Admin Support

• Scheduling: Manage the day-to-day schedule, especially around shoots, meetings, and events.
• Budgeting & Invoicing: Track expenses related to events, shoots, and collaborations. Help with sending invoices to PR agencies and brands.
• PR Relations: Maintain good relationships with KOLs, Brand owners, PR agencies by responding promptly and keeping communication smooth.

REQUIREMENTS

• Understanding and love the fashion industry, creativity, design, KOL
• Good use of social media tools (IG, FB, Tiktok...), tools for editing images, videos... on the phone
• Respond quickly to messages and calls from the Director
• Know how to ride a motorbike
• Good communication and information transfer skills, confident to communicate with partners
• Able to independently arrange and complete work, proactively report to the Director on work progress
• Dynamic, honest, responsible

BENEFITS

THANK YOU & SEE YOU SOON!