Executive Assistant at ART X

ABOUT THE ROLE

• As the Executive Assistant to the Founder, you will play a critical role in supporting the Founder with high level essential and administrative functions, as well as personal matters. This role requires exceptional organizational and communication skills, and the ability to manage a dynamic and fast-paced schedule. As the Executive Assistant, you will act as a key liaison ensuring efficient communication, seamless coordination of her activities, and proactive support across a range of projects.

KEY RESPONSIBILITIES

• Proactively support the Founder by tracking projects, deadlines and key deliverables and initiatives, following up on tasks and ensuring timely completion
• Prepare presentations, reports, documents and speaking notes on behalf of the Founder, ensuring accuracy and alignment with her communication style
• Draft, review and manage correspondence, emails and other communication on behalf of the Founder, ensuring clarity, accuracy and professionalism
• Serve as a key point of contact for internal and external stakeholders, screening communications, prioritizing requests and acting as a liaison
• Manage and optimise the Founder’s calendar, schedule meetings, appointments and travel arrangements
• Organise and maintain filing systems of information and documents, as well as webpages, ensuring ease of access to critical information
• Build and maintain strong relationships with internal and external stakeholders facilitating effective communication and collaboration
• Support the Founder in the execution of personal and private matters as required
• Handle sensitive and confidential information with discretion and integrity
• Arrange international and local travel logistics ensuring seamless and efficient travel experiences
• Other tasks as assigned by the Founder.

ABOUT YOU

The ideal candidate must be a highly resourceful and adaptable individual. Strong interpersonal skills, attention to detail, and excellent communication abilities are essential. Other key requirements include:

• A minimum of 5 years experience with supporting mid to high level executives
• A strong cultural alignment with ART X’s values of excellence, ownership, kindness, integrity - consistently going the extra mile as a catalyst for change
• Outstanding written and verbal communication skills, with keen attention to detail
• Demonstrated experience handling confidential and sensitive information
• Exceptional organizational and time management skills
• Demonstrated proactive and resourceful problem solving skills
• Adaptability to thrive in a dynamic, fast-paced environment
• A genuine passion for art and culture, and alignment with ART X’s values and mission
• Proficiency in Microsoft Office / Google Docs