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About the Role
We are seeking a proactive, highly organized Executive Assistant to support our Design leaders and help keep the department's day-to-day operations running smoothly. This role combines executive administrative support with design operations coordination, connecting leadership priorities with the schedules, communication and follow-through needed to keep creative work moving.
Responsibilities
- Manage complex calendars for multiple Design leaders, prioritizing meetings and protecting time for creative work and key business decisions.
- Anticipate scheduling conflicts, communicate changes promptly and coordinate with internal partners and external contacts.
- Prepare agendas, briefing materials and presentations; capture decisions and action items and follow up on next steps.
- Handle confidential information, unreleased designs and sensitive business communications with sound judgment and discretion.
- Establish library of intellectual property documentation for legal use.
- Partner with Design leaders and cross-functional teams to maintain design calendars, meeting schedules and key seasonal milestones.
- Coordinate design reviews, working sessions and collection presentations, ensuring materials, samples and meeting spaces are ready.
- Track leadership action items, approvals and deadlines; flag scheduling risks and outstanding decisions to the appropriate partners.
- Maintain organized shared files, presentation materials and project trackers, and identify ways to simplify administrative workflows.
- Arrange travel for Design leaders, including flights, accommodations, transportation and detailed itineraries.
- Coordinate logistics for inspiration trips, market appointments and other design-related travel, adjusting plans as priorities evolve.
- Prepare and submit expense reports and assist with tracking team expenses and invoices in partnership with the appropriate teams.
- Coordinate team meetings, offsites, recognition, celebrations and gifting on behalf of Design leadership.
- Welcome visiting creative partners, vendors and guests, coordinating schedules and logistics to deliver an exceptional experience.
- Partner with relevant teams on onboarding logistics and help new Design team members navigate calendars, resources and ways of working.
Requirements
- 3+ years of experience as an Executive Assistant or in a comparable role supporting senior leaders in a fast-paced environment.
- Previous experience in design operations, creative operations or supporting a design or product development team strongly preferred, ideally within jewelry, fashion, accessories or a lifestyle brand.
- An understanding of seasonal design calendars, creative review processes and the coordination required to move work across teams.
- Excellent organizational skills and attention to detail, with the ability to manage competing priorities and follow through consistently.
- Strong judgment, discretion and the ability to anticipate needs, solve problems independently and recognize when to escalate.
- Excellent communication and interpersonal skills, with the ability to build trusted partnerships across levels and functions.
- Proficiency in Microsoft Outlook, PowerPoint, Excel and Word, with the ability to learn project management and design workflow tools.
- A flexible, service-oriented approach and comfort adapting to shifting schedules and business needs.
- A growth mindset and a shared appreciation for our core values of Family, Fashion and Philanthropy.
Skills
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Excel
- Microsoft Word
- Project management tools
- Design workflow tools
Location
- Austin, Texas
Work Type
- Onsite
Experience Level
- 3+ years
About the Company
- We are a fashion-lifestyle brand of big dreams, colorful confidence, and inspired design.
- Founded on Family, Fashion and Philanthropy, we believe that our employees and customers are the heart and soul of our brand, and that giving back is the truest form of success.
- Fashion meets innovation in the design of our two state-of-the-art facilities based in the heart of Austin, Texas, and overflows into the design of our growing retail environment across the country.
Equal Opportunity
- We are an equal opportunity employer and value diversity at our company.