Executive Marketing Assistant

About the Opportunity

Are you equal parts highly organized and highly creative? Do you love keeping an executive two steps ahead—but also have an eye for beautiful spaces, compelling content, and the details that make something stand out? This is a unique opportunity to become the right hand to the CEO of a premier New York design and custom millwork firm, supporting him across a fast-moving business that brings some of the city’s most exciting residential, hospitality, retail, and commercial spaces to life.

This is a true Executive Assistant role with a creative twist. You will manage the CEO’s calendar, coordinate meetings and priorities, interact with clients, accompany him to meetings and job sites, and help ensure that nothing falls through the cracks. At the same time, you will help capture the incredible work happening around you—taking photos and video of projects, installations, job sites, materials, and behind-the-scenes moments that can be transformed into engaging social media content.

There is a dedicated editor, so you do not need to be a video editor. What you do need is an eye for what is interesting, beautiful, and worth capturing.

The ideal candidate is a sharp, tech-savvy, highly organized Executive Assistant who also happens to be creative. You are proactive, polished, discreet, and comfortable working with high-net-worth individuals, celebrities, designers, architects, and busy professionals. You know how to manage a calendar, anticipate needs, protect an executive’s time, and keep a fast-moving day on track.

If you are the kind of person who loves a perfectly organized calendar and can walk onto a stunning job site and immediately see the content opportunity, this could be your dream role.

About the Company

Our client is a family-owned and operated design and custom millwork studio specializing in bespoke fabrication for high-end residential, hospitality, retail, and commercial projects.

What began as a small family-run workshop has grown into one of New York’s premier bespoke millwork studios, known for exceptional craftsmanship, meticulous detailing, and the ability to bring complex architectural visions to life. The company combines generations of hands-on craftsmanship with state-of-the-art machinery, advanced fabrication techniques, master craftsmen, and experienced project management. The office and workshop are based in Long Island City, with projects and job sites throughout New York City and Long Island. This is a dynamic, hands-on environment where no two days are exactly alike.

Role and Responsibilities

• Serve as the CEO’s right hand, providing high-level administrative and day-to-day support
• Manage a busy and evolving calendar, including meetings, appointments, site visits, and changing priorities
• Anticipate the CEO’s needs and proactively keep his schedule, commitments, and follow-ups organized
• Coordinate meetings and communicate professionally with clients, vendors, designers, architects, contractors, and other stakeholders
• Accompany the CEO to meetings, project sites, installations, and other business-related appointments as needed
• Ensure important details, action items, and follow-ups do not fall through the cracks
• Help streamline the CEO’s day by using technology, systems, and strong organizational practices to save him time
• Responding to emails and inquiries in a timely manner (same day)
• Capture high-quality photos and video content at job sites, completed projects, installations, the workshop, meetings, and other visually compelling locations
• Identify interesting behind-the-scenes moments and creative opportunities for social media content
• Collaborate with the company’s editor and other team members by providing organized raw content for reels, videos, and social media
• Maintain the highest level of discretion and confidentiality when working with high-profile and high-net-worth clients
• Work flexibly from the Long Island City office, project sites, meetings, and the field depending on the CEO’s schedule

Qualifications

• Prior experience as an Executive Assistant, Personal Assistant, or in a similarly high-level administrative support role
• Strong calendar management skills and proficiency with Outlook and modern workplace technology
• Exceptionally organized, detail-oriented, and proactive, with a true “nothing falls through the cracks” mentality
• Able to anticipate needs, manage changing priorities, and keep a busy executive organized
• Tech-savvy and naturally interested in finding ways to make processes faster and more efficient
• Creative, visually aware, and comfortable capturing engaging photo and video content
• An eye for design, architecture, interiors, luxury, hospitality, fashion, or visually compelling environments is a strong plus
• Polished and professional when interacting with sophisticated clients and business partners
• Mature, discreet, and trustworthy; comfortable signing NDAs and maintaining strict confidentiality when required
• Comfortable working in a dynamic environment and spending time both in the office and at project sites throughout NYC and the tri-state area
• Confident, resourceful, flexible, and able to work independently
• A positive, grounded personality with the ability to work closely with a busy but approachable CEO
• College Degree is preferred but not a must; Proficiency of InDesign, Photoshop, Canva, is required
• Social Media experience is strongly preferred: content creation, calendar management, responding to inquiries, tracking engagement, responding to comments
• Salary - depending on experience $70,000 - $95,000

This is an exceptional opportunity for a Type A creative: someone who loves organization, thrives on being indispensable to an executive, and wants to work inside a visually exciting, growing New York design business.