Executive Assistant (Job ID: MAGMEL4)

About the Client:

The client is a creative personal brand going through a transition phase focused on storytelling, activism, and design driven content. The business combines art, creative direction, and social impact, with a strong emphasis on authentic messaging rather than purely promotional content. They are looking for someone who can help translate evolving ideas into clear marketing strategies while maintaining a flexible and collaborative approach. This role requires working closely with leadership, adapting to spontaneous content opportunities, and helping redefine the brand voice while supporting healthy business growth.

About the Role:

We are seeking a highly organized, proactive Executive Assistant to support a busy Owner/Creative leading a fast-moving mix of fine art, commercial design, and nonprofit/civic projects. This role is equal parts inbox triage, relationship stewardship, light scheduling/logistics, and—most importantly—business development support.

You will act as a primary point of contact for the owner, keeping communications flowing, protecting her time, nurturing critical relationships, and ensuring strategic follow-ups never slip through the cracks. The ideal candidate is an independent thinker and a true "go-getter"—not a checklist follower, but a high-level partner who anticipates needs and drives conversations to completion.

Key Responsibilities

1. Business Development & Relationship Stewardship (Primary Focus)

• Relationship Lifecycle Management: Maintain a deep understanding of the owners entire ecosystem of collectors, commercial clients, donors, patrons, vendors, and collaborators.
• Onboarding & Touchpoints: Ensure new contacts receive a high-touch initial experience (sending intro decks, thank-you notes, tagging and system entry, and setting up structured follow-up cadences).
• Network & Prospecting: Identify new business opportunities within existing networks, research prospective partners, and re-engage cold contacts using automated workflows in monday.com.
• Collateral & Pitch Support: Assist with updating graphics, presentations, pitch decks, and promotional materials in Canva/Adobe. Coordinate, format, draft, and submit proposals.
• Long-Term Growth: Proactively help the owner build, maintain, and deepen long-lasting business and creative partnerships.

2. Inbox & Communication Ownership

• Daily Inbox Triage: Take total ownership of the owner's inbox—organize messages, draft and send timely responses, flag high-priority items, and eliminate bottlenecks.
• Template Optimization: Maintain and refine standard communication templates for recurring inquiries.
• CRM Management: Own relationship data entry, history tracking, and follow-up reminders inside monday.com.

3. Daily Alignment & Meeting Preparation

• Proactive Alignment: Lead brief daily check-ins with the owner  to confirm priorities, review deadlines, and align on required relationship touchpoints.
• Meeting Prep & Debriefs: Conduct background research and assemble materials (client presentations, background briefs) so the owner is fully prepared for every phone call and meeting.
• Action Item Tracking: Download all action items from calls and meetings into monday.com immediately, taking full ownership of next steps without needing to be asked.

4. Scheduling & Administrative Logistics (Lighter Focus)

• Calendar Awareness: Maintain full visibility over the owners calendar to ensure meeting prep is completed well in advance (working in coordination with existing admin support for core calendar management).
• Light Personal Admin: Provide minimal, professional-adjacent administrative assistance on an as-needed basis.

Qualifications & Skills

• Experience: Minimum of 5+ years of professional experience in an executive support, account management, or business operations role.
• Business Development Acumen: Background in sales, client relations, or biz dev with a proven ability to open, navigate, and close arrangements or conversations effectively.
• Mindset & Drive: A highly proactive, forward-thinking problem solver. You don't wait for instructions or need to be chased for updates; you take ownership of open loops from start to finish.
• Knowledge & Interests:
  • Solid understanding of US politics and current events.
  • Genuine interest in the arts, design, and civic/nonprofit initiatives.
• Communication Skills: Exceptional written and verbal English communication skills, capable of representing a high-profile creative founder authentically and professionally.

Technical Toolset

You should be proficient or highly comfortable with the following tools:

• CRM & Project Management: monday.com (including automations, contact tracking, and workflow setups)
• Communication: Slack, Email
• Design & Presentation: Canva, Adobe Creative Suite (basic familiarity for pitch deck updates)
• Productivity Suites: Google Workspace (Docs, Sheets, Drive, Gmail) and Microsoft Office (PowerPoint, Word, Excel)
• AI & Automation Tools: ChatGPT and similar AI tools to optimize workflows and drafting