We are looking for a highly organized and enthusiastic individual to join our rapidly growing, heart-filling lifestyle brand. This role will provide high quality personal assistance and administrative support to Founder and Creative Director, JJ Martin, coordinating all day-to-day activity. This position requires the ability to prioritize, anticipate needs, think critically and be solution-oriented in a dynamic environment.
Duties & ResponsibilitiesManage daily calendar effectively: schedule meetings, manage follow-ups and reminders. Make judgements and recommendations to ensure smooth day-to-day engagements.Responsible for starting and ending each meeting. Make sure Creative Director is running according to calendar.Keep Creative Director well informed of upcoming commitments, responsibilities and required follow-ups. Keeping a To-do list and following up daily to assist on the execution.Main point of contact for home activities. Oversee coordination between teams for events, photoshoots or other activities.Keep home inventory of all homeware and fashion products up to date and organized. Overseeing constant rotation of samples in and out the house.Coordinate travel: book personal and business trips with detailed travel plans and optimized itineraries ensuring that what is needed is defined and ready in time. Planning for and packing suitcases for all business and personal trips.Accounting support: payments, business and personal purchases, assisting in the tax preparation process, preparing and submitting reimbursement forms and invoices for payment.Be the first point of contact and filter requests for information, identify issues which need immediate attention and manage conflicting priorities. Fill out paperwork for any personal or administrative task.Provide support for office management activities (meeting rooms bookings, receive office visitors and guests, distribute office mails & deliveries, manage shipments to/from the office, ordering supplies, organize company events/meetings).Day-to-day and ad hoc administrative tasks and team support.Running errands for both business and personal needs.Weekend availability for last-minute travel changes or any emergencies.Provide support in pet caring activities (sitting, walking, maintenance, travel & logistics).Keep all personal and business documents organized and on file.Strong organizational skills: perform and prioritize multiple tasks with excellent attention to detail.Takes initiative for efficiency of all processes (calendars, appointments, travel, etc.).Excellent English skills (Mother Tongue or Bilingual); fluent in Italian.Excellent interpersonal and communication skills.Proactive and flexible to work weekends and/or schedule changes.Problem-solving mindset and willingness to help where needed.Professional discretion required.Proficiency in Microsoft Office, Teams, Google Drive and Zoom.3-5 years' experience in a similar role required.Animal Lover, not afraid to work in a pet-friendly environment.
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