Executive Assistant

We are a leading art world authority shaping the conversation across art, culture, and the global creative economy. Our mission is to provide high-value and high-engagement content and commentary to professionals, collectors, and expanding high-scale communities around the world. As we enter an ambitious new phase of brand and creative elevation, we are building a dynamic creative, brand and content platform operation designed to engage new audiences, amplify our brand reach and deliver best-in-class content excellence.

We are looking for a highly organized and proactive Executive Assistant to support multiple senior stakeholders in a fast-paced and demanding environment. This role requires strong judgment, discretion, and the ability to anticipate needs while maintaining high standards of execution.

Your Responsibilities:

• Manage complex calendars across multiple time zones, including prioritization and conflict resolution
• Coordinate end-to-end international travel (multi-leg itineraries, ground transport, logistics)
• Handle expense management
• Prepare meetings: agendas, materials, pre-reads, note-taking, and follow-up tracking
• Act as a gatekeeper: manage correspondence, triage requests, and support stakeholder interactions
• Conduct light research and data gathering to support decision-making
• Support preparation of presentations and reports
• Utilize Excel for data organization, formatting, and basic analysis
• Build strong relationships with internal and external stakeholders
• Operate with discretion and sound judgment when handling confidential information
• Communicate clearly, concisely, and professionally at all levels
• Use MS Office Suite (Outlook, Word, Excel, PowerPoint) at an advanced level
• Work with collaboration tools (Teams, Slack, Zoom, SharePoint or similar)

Your Profile:

• Experience supporting multiple senior stakeholders simultaneously
• Experience working with SAP or similar ERP systems is a plus
• Experience with project management or board tools (e.g., Asana, Notion) is a plus
• Strong organizational skills with the ability to manage competing priorities
• Anticipatory mindset: proactively identifies needs before they arise
• Comfortable working in ambiguous and fast-changing environments
• High emotional intelligence and ability to navigate executive dynamics diplomatically
• Brings a collaborative mindset while maintaining high standards of quality and performance
• Strong sense of ownership and accountability
• Reliable and consistent under pressure
• Highly organized with the flexibility to adapt when priorities shift