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This vital position provides direct and essential support to the CEO and Founder of FITZ & CO, the art world’s strategic PR and marketing agency. The EA/Biz Dev Assistant works with the CEO to ensure the smooth operation of the CEO’s workflow, which will include managing her schedule across multiple time zones, processing high volume of email and helping to manage priorities, tracking to-do lists, supporting administration, as well as tracking her time and expense reporting. The EA/Biz Dev Assistant contributes to the agency’s business development through scheduling meetings, research, contributing to pitch decks, tracking proposal production, including in Excel and CRM database. This fast-paced position requires strong attention to detail, organizational skills, ability to simultaneously juggle multiple tasks, flexibility to shift gears, ability to communicate by phone, email and in person, when gathering restrictions lift, with senior leaders in the CEO’s business network. The successful candidate is a team player with a passion for contributing through this supportive role. The position is based in Los Angeles, CA, and the agency has its head office in NYC.
Responsibilities
Administrative Support:
Answer agency’s general telephone line and voicemail
Manage professional and personal calendars of the CEO accurately and book appointments in multiple cities and time zones in a timely manner
Manage high volume of email communications, business and select personal
Build out and manage to-do lists, supporting in prioritization and track completed tasks
Coordinate and book travel arrangements including flight, hotel, rental car, managing budget and miles points (as travel and safety restrictions allow)
Support with general administration including filing, organization, opening mail, ordering supplies, and scanning documents
Maintain and update contacts in CRM (Salesforce and Outlook) in real time
Additional tasks and responsibilities may be assigned
Business Development/Marketing:
Provide on-going administrative support to the business development team
Support the business development team with creating PowerPoint decks and other materials to present FITZ & CO’s capabilities and proposals to potential clients
Conduct research on industry developments and market trends to support cultivating new business leads; research prospective clients and select images for proposals
Manage internal workflow, communication, and approval process between the business development team members
Screen incoming new business inquiries that come in over email and phone, and provide timely hand-off
Requirements
Minimum of 2 years’ administrative experience in an extremely fast-paced environment; BA/BS degree preferred
Integrity to maintain strict confidentiality of information and operations
Must be very organized, proactive, detail-oriented, and be able to prioritize and handle multiple tasks while working under pressure, understanding deadlines and priorities and being a team player
Represent FITZ & CO in a professional manner at all times
Excellent analytical, interpersonal and communication skills; ability to exercise tact and discretion at all times; impeccable client service skills and email and telephone manner
Passionate about working in a supportive role
Contemporary art world experience a plus
Required technical skills include proficiency in Mac, MS Word, Excel, PowerPoint, basic HTML, CRM (Salesforce) and Harvest time tracking
Experience with LinkedIn a plus
How to Apply
Please submit cover letter and resume to: Careers@fitzandco.art
FITZ & CO is an Equal Opportunity Employer.
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Posted on March 10