Overview
Executive Assistant to Chief Executive Officer Jobs in New York, NY at Art Basel
Title: Executive Assistant to Chief Executive Officer
Company: Art Basel
Location: New York, NY
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 Duties
Leadership Team Management & Group and Board of Directors Coordination
Coordinate with Art Basel Leadership Team (Management Board and Executive Committee) to ensure they are well prepared for meetings and calls with CEO
Anticipate needs and resolve issues proactively with internal key stakeholders, which include Leadership Team as well as Group (MCH) Management Team
Work with Group (MCH) administrative team to coordinate Board of Directors Meetings
Calendar and Schedule Management
Responsible for calendar management, requiring interaction with both internal and external stakeholders
Provide administrative support, which includes scheduling and owning special projects as requested
Scheduling both virtual and in-person meetings and events with multiple stakeholders
Tracking meeting requests and work with the Chief of Staff to prioritize and delegate meetings as necessary
Prepare action items and next steps in collaboration with the Chief of Staff for CEO
Administrative Support
Support the Office of the CEO with various meetings, including agenda and materials distribution, and any other tasks as assigned
Take comprehensive and concise notes and ensure follow-through on meeting action items
Manage receipts, expenses, and reimbursements
Maintain confidentiality when handling sensitive or non-routine information
Travel and Event Planning
Make travel arrangements, including scheduling reservations, accommodations, transportation and visas
Plan, manage, and support travel-related logistics for events, conferences, and speaking engagements
Email and Communication Management
Manage email traffic for the CEO, including screening, drafting responses, deleting, labeling, and archiving emails
Ensure that requests for action or information are relayed to the appropriate staff member
Maintain communication with employees, liaising between the CEO and internal/external stakeholders
Project and Task Management
Prioritize and manage multiple projects simultaneously, following through promptly
Assist in planning, maintaining documentation, and tracking the progress of projects
Support the CEO and Chief of Staff to ensure smooth daily operations with global teams
Office Management Duties
Oversee daily office operations and maintain a professional, productive work environment
Oversee budgeting, invoicing, and financial processes
Coordinate with office managers in other global locations
Manage travel and expenses for the …
