Personal Assistant

PERSONAL ASSISTANT

APPARATUS is a New York-based designer and manufacturer of a distinctive catalog of high-end, high-touch lighting, furniture and objects. We produce both in-house and with the support of high-quality external partners; our catalog is sold globally.

This role provides comprehensive administrative and personal support primarily to the Artistic Director/CEO (and to a lesser extent, to the COO and other executive leaders as needed; ensuring seamless execution of both business operations and personal matters.  The Personal Assistant manages complex and ever-changing scheduling, coordinates communications, and handles confidential tasks with discretion while maintaining the highest standards of professionalism.

RESPONSIBILITES

• Oversee personal scheduling, appointments, reservations, and errands with attention to detail and discretion.
• As needed, attend meetings, take notes and assist with staying on task when new deliverables are assigned to Artistic Director/CEO.
• Manage household vendors, deliveries, and general upkeep as needed.
• Coordinate domestic and international personal and business travel bookings, logistics, agendas, accommodations, ground transportation and itineraries for Gabriel (and if Gabriel is bringing additional colleagues or friends/family on either a business or personal trip, they may be included in this responsibility on a case-by-case basis)
• Manage personal finances, including tracking and paying personal bills.
• Assist with special projects related to events, gifting, or home organization.
• Manage ad hoc personal projects and provide reliable support.
• Order and coordinate meals (typically breakfast and lunch) during all workdays.
• Proactively provide status updates on all tasks.
• Take initiative and plan ahead to stay ahead of personal and business deadlines; ie “manage up”
• Provide suggestions on ways to improve efficiency in general.
• Maintain confidentiality and act with integrity in all personal matters.

SKILLS

• Exceptional organizational and time-management skills with ability to manage multiple competing priorities simultaneously.
• Superior written and verbal communication skills, with the ability to interact professionally with high-level executives, clients, and vendors.
• Discretion and confidentiality when handling sensitive business and personal information.
• Proactive problem-solving abilities and strategic thinking to anticipate needs and prevent issues.
• Strong attention to detail and accuracy in all administrative tasks.
• Adaptability and flexibility to handle changing priorities and urgent requests with grace under pressure.
• Tech-savvy with proficiency in calendar management systems, email platforms, travel booking tools, and Microsoft Office Suite.
• Cultural awareness and sophistication appropriate for interaction with design industry professionals and luxury clientele.
• Ability to work independently with minimal supervision while maintaining high standards.
• Professional demeanor and polished presentation suitable for representing the Artistic Director and APPARATUS brand.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience.
• Minimum 2 years of experience as a personal assistant supporting a C-level executive.
• Background in luxury goods, design, art or creative industries strongly preferred. 
• Experience in  fast-paced, high-pressure environments that demand excellence and efficiency.
• Experience in a business that requires a team to execute the common vision, understands the value of the individual and the team.

WORK SCHEDULE

• Full-time hours with flexibility to accommodate the Artistic Director’s schedule and business needs.
• Evenings and weekend availability required (occasional early morning availability also required).

PERFORMANCE REVIEW AND CHECK-INS

• Regular check-ins.
• Annual performance review.

Salary from $33/hour

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is based in our New York studio. Must be legally authorized to work in the U.S. without sponsorship.