Van Wyck & Van Wyck is a highly regarded environmental design and event production firm headquartered in New York City. We produce bespoke celebrations ranging from stunning weddings on beaches and mountaintops to international destination experiences.

www.vanwyck.net

Workshop designs and produces engaging events that communicate a brand’s message. We build experiences that create compelling content, heighten brand loyalty, and influence purchase behavior.

www.workshopworldwide.com

Our two sister companies are distinguished by innovative designs and an unsurpassed level of service, with over 20 years of experience in the field. We are a dynamic, creative, and growth-oriented team with incredibly high production values.

POSITION

Van Wyck & Van Wyck is seeking an Executive Assistant to provide comprehensive support to our founder and company principal. In this role, you will manage executive and personal responsibilities, ensuring our operations run smoothly and efficiently. Your exceptional organizational skills, attention to detail, and proactive communication will be vital to the success of our events and the effectiveness of our leadership.

The ideal candidate is interested in the private event space and has exceptional verbal and written communication. Attention to detail and exceptionally high standards are required to support the company's principals with events and special projects. This is a full-time, in-office, NYC-based role with travel as needed. Candidates are expected to provide weeknight and weekend support when necessary.

Responsibilities

The primary responsibility of the Executive Assistant to the founder and company principal is to contribute to the company's success by ensuring that the founder and company principal operate efficiently and productively.

Day-to-day responsibilities include, but are not limited to:

Executive Support:

Manage and optimize the executive’s calendar, scheduling and coordinating meetings, travel, and appointments
Serve as the key liaison between the executive and internal/external stakeholders, ensuring effective communication
Draft, edit, and prepare correspondence, presentations, and reports for the executive
Attend and document meetings, providing comprehensive follow-up on actionable items

Administrative Management:

Ensure the seamless daily operation of the executive office, including communication management, file organization, and coordination with other departments
Oversee incoming and outgoing communications, filtering and prioritizing as necessary
Maintain organized and up-to-date records and documents, both digital and physical

Personal Assistance and Estate Management:

Handle personal errands and tasks for the executive, such as managing household staff, arranging travel, and overseeing personal appointments
Manage personal finances, including bill payments and expense tracking
Research and procure gifts for personal and professional contacts on behalf of the executive
Oversee the management of multiple properties, including coordinating with household staff (housekeepers, caretakers, etc.), scheduling and supervising maintenance, and ensuring properties are fully stocked and operational according to the principal’s needs
Support the planning and execution of events hosted by the founder, from concept to completion, including guest list management, RSVPs, catering, etc
Research and purchase gifts for clients, family, and friends on behalf of the executive
Handle pet care duties, including scheduling veterinary appointments, ordering food, and maintaining feeding schedules

Special Projects:

Lead special projects, including market research, report generation, and coordination of high-level meetings
Manage cross-departmental initiatives that require executive oversight
Support philanthropic endeavors by coordinating donations and managing relationships with charitable organizations
Draft thank you notes and email correspondences
Collaborate with DIO Cocktails team

Required Qualifications/Skills

The ideal candidate must have previous experience working for a high-profile executive so that they understand the position's internal and external communication requirements. You must be open to working a flexible schedule, readily available to support the founder’s needs on weekdays and weekends, excel at working independently, and possess anticipatory skills.

Bachelor's degree from a four-year college or university preferred
Demonstrated curiosity about the WORLD
At least two years as an Executive Assistant, Personal Assistant, or similar role, preferably supporting C-level executives
Proven ability to manage multiple priorities, meet deadlines, and work efficiently in a fast-paced environment
Strong organizational skills with exceptional attention to detail
Superior verbal and written communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools
Ability to maintain confidentiality and handle sensitive information with discretion
Proactive and resourceful, able to anticipate needs and solve problems independently
Flexibility to adapt to changing priorities and work outside standard hours as needed
Willingness to travel as required

Van Wyck & Van Wyck and Workshop are proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender (including gender identity or expression), transgender status or gender dysphoria, pregnancy, childbirth or related medical conditions, sexual orientation, marital status, domestic violence, sexual violence or stalking victim status, ancestry, national origin, alienage or citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, unemployment status, familial status, caregiver or partnership status, or other protected status

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Van Wyck & Van Wyck jobs

Executive Assistant To CEO