Executive Assistant  

The Executive Assistant will support the Creative Director of The Fore by leading day to day activities, calendar scheduling, expenses and managing special projects. This is a great opportunity for an executive assistant with excellent initiative to be a part of a fast paced team.

General Responsibilities

• Provide administrative and basic accounting support to Creative Director and Brand Manager, including calendar, phone, travel itineraries, sales reports and expenses
• Coordinate all logistics for meetings led by executive and/or team members including organizing agendas, preparing written materials, managing catering, etc.
• Develop relationships with internal administrative, marketing and production staff to facilitate meeting planning and scheduling
• Ensure deadlines are met, questions are answered, and requests are addressed proactively and promptly. Field inquiries and request from key executives, internal and external clients and co workers.
• Assist with the execution of department events i.e team buildings, launches, strategy sessions, etc.
• Submit requests for new hires, office moves and track the process to completion.
• Support the teams administrative needs and operations such as and not limited to ordering supplies, legal documents and communication, filing and organizing paperwork for different projects, issuing salaries and payments due, banking transactions etc.
• Prepare for daily review; key marketing and production calendars, status reports, etc.
• Participate in special projects as needed
• Manage complex diary (internal and external, public events, meetings, social media posts etc.)
• Plan and manage travel schedule from flight schedules, accommodations and itinerary
• Manage confidential and sensitive information with diplomacy and discretion
• Handle all incoming enquiries from around the world with Brand Manager
• Provide support on PR and communications
• Managing the inbox, monitoring emails, flagging and where appropriate actioning or responding to requests on her behalf.
• Ensuring acknowledgement of urgent matters
• Proactively anticipating what information will be required in advance of meetings and preparing such information promptly.
• Ensuring all important dates, including meetings, conferences, shoots and events are properly scheduled and communicated
• Coordinating all business follow ups and gifting on behalf of Creative Director.
• Overflow support to the Project Manager including meeting preparation
• Liaise with designer/collaborator of updated schedule and timeline, keeping track of production and quality control etc.
• Keeping track of inventory on website and in stock room from samples, media lending, live products etc.
• Managing and processing orders of customers from customer payments, packaging, domestic and international pickup, tracking and delivery
• Ad hoc tasks

Fashion Week:

• Prepare Travel & Expense reports
• Identify new media contacts and keep contact databases up to date
• Prepare fashion week and review schedules for Creative Director &/or Project Manager
• Handle fashion week ticket and photographer requests and liaise with reviewers to ensure they have their schedules
• Coordinate travel and accommodation for Creative Director during fashion week
• Organizing and coordinating all meetings and conference calls with concept of travel time and time zones
• Coordinating all travel and accommodation arrangements
• Providing detailed professional itineraries for all trips, ensuring all information is also accessible electronically
• Include contact information for all meetings and events. Ensure invitations and any related pre-reading is also included.

• 3-5 years experience
• Strong analytical skills and attention to detail
• Strong verbal and written communication skills
• Polished and professional
• Ability to interact professionally with local and international clients on a regular basis
• Ability to work in a fast paced and dynamic environment
• Ability to prioritize different tasks
• Excellent follow-up skills
• Ability to work independently as well as part of a team.