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 Responsibilities:

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 or equivalent 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.
Native English speaker: additional language skills are advantageous.

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