Executive Assistant

Access to international-level projects and exposure to immersive art-tech ecosystems

Role: Executive Assistant to Founder

This isn't just a calendar-and-email job. You'll be acting as an extension of the founder's brain—helping manage creative chaos, streamline communication, and keep projects and priorities moving forward.

You'll sit across a wide range of functions:

• Strategic calendar and inbox management

• Following up with internal and external stakeholders

• Managing key documents, project trackers, and meetings

• Helping with client communication, documentation, or creative deck editing

• Occasionally handling studio operations or event coordination

This role is equal parts admin, coordination, and creative intuition.

What We're Looking For

We're looking for someone who:

• Is naturally organized, detail-oriented, and calm under pressure

• Understands or is curious about the creative/design/arts industry

• Can be a thought partner, not just an executor

• Communicates with professionalism and warmth

• Can handle confidential and high-stakes environments

Working Style & Culture

• We operate in a non-corporate, agile, hands-on way — no two days are the same.

• You'll be expected to anticipate needs, keep things moving, and help avoid overwhelm for the founder.

• We value emotional intelligence, clarity in communication, and being proactive over reactive.

In an immersive lighting projection design firm, the role of an Executive Assistant (EA) is more dynamic and multifaceted than in a traditional corporate setting. The EA acts as the right hand to the founder or creative director, supporting both the creative vision and the operational efficiency of the studio. Here's a detailed look at the job role:

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Core Responsibilities of an EA in an Immersive Lighting & Projection Design Firm

1. Executive Support

• Manage the founder's calendar, travel, and communication across time zones.

• Screen and prioritize emails, messages, and meeting requests—often interfacing with VIP clients, artists, architects, or global collaborators.

• Prepare briefs, notes, and documents for creative meetings or client pitches.

2. Project Coordination & Workflow

• Track project milestones, timelines, and deliverables in collaboration with the studio manager or project lead.

• Help manage vendor follow-ups, fabrication timelines, and client approvals.

• Assist in setting up creative reviews, documentation sharing, and version control (especially when dealing with multimedia/AV installations).

3. Creative Communication

• Draft high-quality emails, presentations, or decks in a design-savvy tone.

• Liaise with clients, galleries, cultural institutions, or curators—sometimes even accompanying the founder to site visits or art fairs.

• Support in RFP responses, grant applications, or award submissions.

4. Studio & Admin Operations

• Oversee studio upkeep and supplies, coordinate with IT, fabricators, AV technicians, and freelancers.

• Assist with onboarding team members or interns—ensuring NDAs, equipment, and briefings are set.

• Maintain documentation: contracts, invoices, creative references, and past project archives.

5. Event and Installation Support

• Coordinate logistics for on-site installations, including travel, gear shipping, and permissions.

• Act as a point person for opening nights, walkthroughs, or client previews.

• Sometimes help in live coordination during projection mapping setups or immersive events.

Key Qualities Needed

• Creatively Attuned – Appreciation for art, lighting, media, and experiential design.

• Highly Organized – Able to manage chaos, shifting deadlines, and multitask gracefully.

• Tech-Savvy – Comfortable with project management tools (e.g., Notion, Trello, Airtable), and basic understanding of AV and lighting gear is a plus.

• Discreet and Professional – Deals with high-level confidential info regularly.

• Calm Under Pressure – Installations often happen under tight timelines and late nights.

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Bonus Skills (Highly Valued)

• Basic Adobe Suite (Photoshop/InDesign) for deck edits

• Familiarity with lighting/projection systems (e.g., D3/Disguise, TouchDesigner, MadMapper)

• Event planning or production background

• International communication fluency

• Design or art school exposure

Familiarity with working with international clients or festivals (like Serendipity, India Art Fair, etc.)

• Willingness to travel for installations across India (Delhi, Mumbai, Jaipur, Goa, etc.)

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