Executive Assistant to Creative Director

2 weeks ago

Rosebery New South Wales, Australia Bydee Full time US$80,000 - US$120,000 per year

Executive Assistant

As the Executive Assistant to the Founder, CEO & Creative Director of Bydee, you will provide vital support in both business and personal matters. This role requires someone highly organised, proactive, and adaptable, with the ability to manage various tasks such as shoot planning, event coordination, travel logistics, and personal projects. Your day-to-day responsibilities will range from coordinating business meetings and planning travel to managing logistics for shoots and events, as well as handling personal errands.

Key Responsibilities:

Photoshoot and Event Planning

  • Support with planning photoshoots, including location scouting and creating presentations showcasing potential shoot sites, with a focus on feasibility, budget, and logistics.
  • Manage shoot budgets and logistics, ensuring efficient allocation of resources.
  • Provide on-the-ground and remote event and shoot support, including influencer coordination, travel logistics, and other details.
  • Constantly scout for iconic hotels, villas, and unique shoot locations.
  • Maintain a running list of models and scout new talent, ensuring an updated and location-appropriate model roster.

Travel Management

  • Plan and organise travel for business purposes, including events, shoots, and influencer collaborations.
  • Assist with packing for travel, dry cleaning, and other personal errands.
  • Research and plan inspiration and sourcing trips, including visits to vintage markets for jewellery or print sourcing.

Administrative and Communication Support

  • Create presentations on behalf of the CEO for internal and external meetings or pitches.
  • Coordinate meetings and appointments within the company and personally, managing the CEO's calendar and ensuring changes are made as needed.
  • Communicate with the team regarding the CEO's schedule, including office visits and travel.
  • Write briefs on behalf of the CEO for team members.
  • Regular project updates: Compile short weekly or monthly reports on project statuses and upcoming deadlines.
  • Daily email filing and organisation.
  • Provide daily assistance in reviewing the to-do list and offering support where needed.

Personal and PR Support

  • Assist with personal events and Women in Business initiatives.
  • Help organise and plan podcasts and other personal PR activities, in collaboration with the marketing team by attending all PR meetings on my behalf and driving personal PR.

Qualifications & Skills:

  • Proven experience as a Personal Assistant or similar role, ideally within a fast-paced and creative environment.
  • Exceptional organisational and multitasking abilities.
  • Excellent communication skills and proactive problem-solving approach.
  • Ability to maintain discretion and confidentiality.
  • Strong presentation and research skills, especially for location and model scouting.
  • Flexibility and willingness to support in both professional and personal capacities.
  • Able to work in different time-zones to support logistics while travelling.
  • Proficiency in calendar management, travel planning, and presentation software including excel.
  • Passion for fashion, travel, and creative industries is a plus.

This role is ideal for someone who thrives in a dynamic environment, enjoys managing multiple tasks, and is passionate about supporting both the business and personal growth of the CEO & Creative Director.

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