Job Description

Art Basel is seeking a seeking a highly organized and proactive Executive Assistant & Office Manager. This position will report to the Chief of Staff to the CEO and work with them to empower the CEO, act as the CEO's primary coordinator and scheduler as well as ensure smooth office operations. This role combines administrative support with office management responsibilities, requiring exceptional attention to detail and strong interpersonal skills.

The Executive Assistant & Office Manager will work together with the Chief of Staff to oversee the CEO's calendar and activities to ensure maximum efficiency and value. In addition to administrative-related tasks, the Executive Assistant & Office Manager will have the unique opportunity to work closely with the CEO and Chief of Staff to learn how Art Basel functions and engage strategically with different departments and global teams.

Your responsabilities:

Executive Assistant Duties

Leadership Team Management & Group and Board of Directors Coordination

• Coordinate with Art Basel Leadership Team (Management Board and Executive Committee) to ensure they are well prepared for meetings and calls with CEO
• Anticipate needs and resolve issues proactively with internal key stakeholders, which include Leadership Team as well as Group (MCH) Management Team
• Work with Group (MCH) administrative team to coordinate Board of Directors Meetings

Calendar and Schedule Management

• Responsible for calendar management, requiring interaction with both internal and external stakeholders
• Provide administrative support, which includes scheduling and owning special projects as requested
• Scheduling both virtual and in-person meetings and events with multiple stakeholders
• Tracking meeting requests and work with the Chief of Staff to prioritize and delegate meetings as necessary
• Prepare action items and next steps in collaboration with the Chief of Staff for CEO

Administrative Support

• Support the Office of the CEO with various meetings, including agenda and materials distribution, and any other tasks as assigned
• Take comprehensive and concise notes and ensure follow-through on meeting action items
• Manage receipts, expenses, and reimbursements
• Maintain confidentiality when handling sensitive or non-routine information

Travel and Event Planning

• Make travel arrangements, including scheduling reservations, accommodations, transportation and visas
• Plan, manage, and support travel-related logistics for events, conferences, and speaking engagements

Email and Communication Management

• Manage email traffic for the CEO, including screening, drafting responses, deleting, labeling, and archiving emails
• Ensure that requests for action or information are relayed to the appropriate staff member
• Maintain communication with employees, liaising between the CEO and internal/external stakeholders

Project and Task Management

• Prioritize and manage multiple projects simultaneously, following through promptly
• Assist in planning, maintaining documentation, and tracking the progress of projects
• Support the CEO and Chief of Staff to ensure smooth daily operations with global teams

Office Management Duties

• Oversee daily office operations and maintain a professional, productive work environment
• Oversee budgeting, invoicing, and financial processes
• Coordinate with office managers in other global locations
• Manage travel and expenses for the Art Basel team and provide onsite support at Art Basel Miami Beach Fair
• Organize team meetings, office events, and team-building activities
• Handle office supplies, mail, and equipment maintenance
• Manage office budgets and ensure timely payment of bills and insurance renewals
• Assist HR with payroll related tasks
• Assist with onboarding new employees
• Coordinate IT support
• Provide administrative support to senior executives, including scheduling and travel arrangements

Your Profile:

• Bachelor’s Degree required
• Minimum of 5 years’ experience in office management and executive support, with global exposure
• Experience in the art world is a plus
• Proficient in Microsoft Office and CRM systems
• Detail-oriented team player with excellent organizational skills
• Ability to work well under pressure, especially during fairs

Salary range: $90,000 - $95,000 a year

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