Executive Assistant & Studio Coordinator

Summary

The Executive & Studio Assistant provides administrative support and studio coordination for the Women’s Polo Design Leadership Team, including calendar management, travel and expense coordination, and preparation of presentation materials. The role partners with cross-functional teams and other executive assistants to ensure meetings, studio operations, and special projects run smoothly. The position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities while maintaining confidentiality.

Responsibilities

• Manage executive calendars, scheduling, meeting confirmations and daily briefings.
• Coordinate travel logistics with the internal Travel department and handle itinerary changes.
• Track and submit expenses, code and approve invoices in Ariba, and partner with Accounts Payable.
• Prepare materials for design meetings, create PowerPoint presentations and manage digital photos.
• Set up conference rooms, maintain room calendars, order supplies and create work orders for IT or facilities.
• Provide meeting agendas, recaps and action plans; support special projects as needed.

Requirements

• Prior administrative or executive support experience in a fast-paced environment.
• Proven ability to support executive-level professionals with discretion and confidentiality.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and experience with Ariba, Concur and Workday.
• Strong organizational, multitasking and communication skills with a proactive, solution-oriented mindset.
• Ability to prioritize under pressure and collaborate cross-functionally; minimum three days a week on site.