Job Description
Job Description
Job Description
Executive Assistant – Van Wyck & Workshop
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.
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.
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 We are seeking an Executive Assistant to provide comprehensive administrative and operational support to the COO and VP of Workshop. This is a fast-paced, highly collaborative role supporting the leadership of both Van Wyck and Workshop. The ideal candidate is exceptionally organized, detail-oriented, and thrives on juggling multiple priorities to ensure the efficiency and productivity of our executives and their teams. This is a full-time, in-office role based in NYC, with occasional travel and flexibility for evening or weekend work as needed during peak project periods.
RESPONSIBILITIES The Executive Assistant to the COO of Van Wyck and the Vice President of Workshop plays a key role in the company’s success by ensuring these leaders operate with maximum efficiency and productivity. Day-to-day responsibilities include, but are not limited to:
Executive & Administrative Support - Manage complex calendars, schedule meetings, and coordinate appointments for the COO and VP
- Prepare agendas, briefing materials, and follow-up notes for internal and external meetings
- Manage expense reports, reconcile company credit card (Amex) transactions, and ensure timely submission
- Draft, edit, and proofread correspondence, presentations, and reports
Travel Coordination - Arrange domestic and international travel, including flights, accommodations, and itineraries
- Prepare detailed travel packets with schedules, confirmations, and relevant event or meeting materials
Team & Meeting Organization - Organize recurring meetings such as biweekly team meetings and weekly executive check-ins
- Develop and maintain operational templates, trackers, and shared resources to improve workflow
- Ensure timely follow-up on action items and deliverables from leadership and team meetings
Special Projects - Manage seasonal and ad hoc initiatives such as holiday gifting, client outreach, and internal celebrations
- Assist with presentation preparation and brand/event materials for client and internal use
- Support cross-functional initiatives that enhance efficiency, branding, or client engagement
New Business Support - Assist with research, preparation, and coordination for new business pitches and proposals.
- Support follow-up and tracking of prospective client communications
PAY & BENEFITS AT VAN WYCK & VAN WYCK This position has an annual base salary range of $75,000 to $90,000. Actual compensation within this range will be determined based on the candidate's skills, experience, education, and other job-related factors permitted by law. In addition to base salary, employees may be eligible for other benefits that impact overall compensation or total rewards. Other benefits include:
Paid Time Off (PTO): Enjoy flexible, discretionary PTO to balance your work and personal life, with manager approval and proper coverage
Health Insurance: Comprehensive health benefits include medical, dental, and vision plans, with significant company contributions to premiums and options for FSA or HSA
One Medical and Talkspace Memberships: Complimentary memberships providing primary care and mental health support
401(k) Retirement Plan: Participate in a retirement savings plan with pre-tax and Roth options after six months of employment with a discretionary company match
Cell Phone Stipend: Receive a $100 monthly phone reimbursement after three months of employment
Commuter Benefits: Take advantage of our pre-tax commuter benefits program to save on transit and parking expenses
Gym Reimbursement: Stay fit with a $400 annual gym reimbursement, available to those enrolled in our health insurance plan
REQUIRED QUALIFICATIONS/SKILLS - Bachelor’s degree preferred
- 3+ years of experience as an Executive Assistant or in a similar administrative role supporting senior executives
- Strong organizational and time-management skills; able to manage multiple priorities and deadlines
- Proficiency in Microsoft Office Suite and familiarity with project management and collaboration tools
- Exceptional verbal and written communication skills
- Discretion in handling confidential and sensitive information
- Ability to work proactively, anticipate needs, and problem-solve independently
- Flexibility to adapt to shifting priorities and work outside standard hours when necessary
- Demonstrated interest in events, branding, or creative industries is a plus
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. Powered by JazzHR
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Job Tags
Full time, Seasonal work, Work at office, Flexible hours, Shift work, Weekend work, Afternoon shift,