Executive Assistant to Chief Executive Officer

Art Basel is seeking a seeking a highly organized and proactive Executive Assistant & Office Manager. This position will report to the Chief of Staff to the CEO and work with them to empower the CEO, act as the CEO's primary coordinator and scheduler as well as ensure smooth office operations. This role combines administrative support with office management responsibilities, requiring exceptional attention to detail and strong interpersonal skills.The Executive Assistant & Office Manager will work together with the Chief of Staff to oversee the CEO's calendar and activities to ensure maximum efficiency and value. In addition to administrative-related tasks, the Executive Assistant & Office Manager will have the unique opportunity to work closely with the CEO and Chief of Staff to learn how Art Basel functions and engage strategically with different departments and global teams.Your responsabilities:Executive Assistant DutiesLeadership Team Management & Group and Board of Directors CoordinationCoordinate with Art Basel Leadership Team (Management Board and Executive Committee) to ensure they are well prepared for meetings and calls with CEOAnticipate needs and resolve issues proactively with internal key stakeholders, which include Leadership Team as well as Group (MCH) Management TeamWork with Group (MCH) administrative team to coordinate Board of Directors MeetingsCalendar and Schedule ManagementResponsible for calendar management, requiring interaction with both internal and external stakeholdersProvide administrative support, which includes scheduling and owning special projects as requestedScheduling both virtual and in-person meetings and events with multiple stakeholdersTracking meeting requests and work with the Chief of Staff to prioritize and delegate meetings as necessaryPrepare action items and next steps in collaboration with the Chief of Staff for CEOAdministrative SupportSupport the Office of the CEO with various meetings, including agenda and materials distribution, and any other tasks as assignedTake comprehensive and concise notes and ensure follow-through on meeting action itemsManage receipts, expenses, and reimbursementsMaintain confidentiality when handling sensitive or non-routine informationTravel and Event PlanningMake travel arrangements, including scheduling reservations, accommodations, transportation and visasPlan, manage, and support travel-related logistics for events, conferences, and speaking engagementsEmail and Communication ManagementManage email traffic for the CEO, including screening, drafting responses, deleting, labeling, and archiving emailsEnsure that requests for action or information are relayed to the appropriate staff memberMaintain communication with employees, liaising between the CEO and internalexternal stakeholdersProject and Task ManagementPrioritize and manage multiple projects simultaneously, following through promptlyAssist in planning, maintaining documentation, and tracking the progress of projectsSupport the CEO and Chief of Staff to ensure smooth daily operations with global teamsOffice Management DutiesOversee daily office operations and maintain a professional, productive work environmentOversee budgeting, invoicing, and financial processesCoordinate with office managers in other global locationsManage travel and expenses for the Art Basel team and provide onsite support at Art Basel Miami Beach FairOrganize team meetings, office events, and team-building activitiesHandle office supplies, mail, and equipment maintenanceManage office budgets and ensure timely payment of bills and insurance renewalsAssist HR with payroll related tasksAssist with onboarding new employeesCoordinate IT supportProvide administrative support to senior executives, including scheduling and travel arrangementsYour Profile:Bachelor's Degree requiredMinimum of 5 years' experience in office management and executive support, with global exposureExperience in the art world is a plusProficient in Microsoft Office and CRM systemsDetail-oriented team player with excellent organizational skillsAbility to work well under pressure, especially during fairsSalary range: $90,000 - $95,000 a year

Created: 2025-01-31