Executive Assistant to CEO

Job Description We are seeking a highly skilled and proactive Executive Assistant to become the right hand to our visionary CEO. This is a critical role that goes far beyond traditional administrative tasks. You will be the central hub for all internal and external communications, ensuring the CEO's strategic priorities are met with precision and efficiency. The ideal candidate is a master of organization, a sharp communicator, and has a keen interest in the business of fashion. Key Responsibilities: Executive Support & Strategic Partnership: - Manage the CEO's complex and dynamic calendar, including scheduling internal and external meetings, appointments, and international calls across multiple time zones. - Act as a gatekeeper and a strategic partner, ensuring the CEO's time is focused on high-priority initiatives. - Prepare and organize agendas, documents, and presentations for board meetings, investor pitches, and key client reviews. - Handle confidential information with the utmost discretion and professionalism. - Facilitate smooth communication between the CEO and other departments, ensuring alignment and follow-through. Communication & Liaison: - Serve as the primary point of contact for the CEO with international clients, suppliers, and partners. - Draft, proofread, and edit professional correspondence, emails, and reports on behalf of the CEO. - Coordinate and manage complex international travel itineraries, including visas, accommodations, and detailed meeting schedules for business trips (e.g., to fashion capitals, trade shows, and factory visits). Project & Supply Chain Coordination: - Track and monitor critical path timelines for key client orders and production cycles, providing the CEO with timely updates. - Assist in preparing for key milestones such as proto reviews, fit sessions, and shipment deadlines by ensuring all necessary samples and data are available. - Liaise with the production, merchandising, and quality control teams to gather updates and prepare summary reports for the CEO. Meeting & Event Management: - Organize and coordinate high-level meetings, including client summits and vendor negotiations. - Attend key meetings, take detailed minutes, and distribute action items to ensure accountability. - Assist in the coordination of company events, sales conferences, or trade show preparations. HR Responsibility: Formal & Administrative HR Support These are the direct, task-oriented HR duties the EA handles for the CEO. - Onboarding Coordination for Senior Hires - Scheduling introductory meetings with key People. - Coordinating the new executive's first-week agenda. - Ensuring their office/space is ready and technology is set up. Qualifications & Experience: - Must-Haves: - 5+ years of experience as an Executive Assistant, preferably supporting C-level executives in fashion, apparel, retail, or a related fast-paced industry (e.g., luxury goods, manufacturing, exports). - Impeccable organizational skills and the ability to manage multiple priorities with a high sense of urgency. - Exceptional written and verbal communication skills. - Tech-savvy with advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and Google Workspace. - Proven experience managing complex international travel and scheduling across time zones. - Highly Desired: - A genuine passion for and understanding of the fashion industry and global supply chain dynamics. - Experience with project management tools (e.g., Asana, Trello) or ERP systems. - Ability to read a line plan or critical path is a significant plus. - Professional fluency in a second language (e.g., Mandarin, Spanish, Italian, French) is a strong advantage. - A proactive, can-do attitude with the ability to anticipate needs and solve problems independently. Why this description works for the fashion exports niche: - Industry-Specific Language:It uses terms like critical path, proto reviews, fit sessions, line plan, and supply chain, which will immediately resonate with candidates who have relevant experience. - Global Focus:It emphasizes international travel, multiple time zones, and cross-cultural communication. - Beyond Admin:It frames the role as a strategic partner and central hub, attracting higher-caliber candidates looking for a career, not just a job. - High-Pressure Environment:It clearly states the fast-paced, dynamic nature of the business, setting the right expectations from the start.