Executive Assistant; Events

Overview

Executive Assistant | Palm Beach, FL

We are seeking a highly organized, proactive Executive Assistant to support our executive leadership team in a dynamic, design-focused event environment. This full-time role, based in Palm Beach, Florida, is ideal for a detail-oriented professional who thrives in a fast-paced, high-touch setting and enjoys balancing administrative responsibilities with event and project support.

The Executive Assistant will oversee complex scheduling, coordinate travel and event logistics, streamline communication, and help drive key initiatives from concept through completion. This individual will serve as a trusted partner to leadership, ensuring priorities are executed efficiently and with a high standard of professionalism.

• Executive Support:
  Manage complex calendars; schedule and confirm internal and external meetings; anticipate scheduling conflicts and propose solutions; prepare agendas, briefs, and follow-up notes; manage email and information flow on behalf of executives.
• Travel & Itinerary Management:
  Coordinate detailed travel arrangements including flights, hotels, ground transportation, and on-site schedules; maintain accurate, accessible itineraries and respond quickly to changes.
• Event & Meeting Coordination:
  Support planning and execution of leadership meetings, client presentations, creative reviews, and company events; arrange venues, catering, audiovisual needs, materials, and guest communications.
• Document & Presentation Preparation:
  Draft, edit, and format documents, proposals, and presentations; prepare meeting materials; ensure all content is accurate, consistent, and aligned with brand standards.
• Communication & Liaison:
  Act as a primary point of contact between executives, internal teams, clients, and external partners; manage correspondence; ensure timely follow-up and clear communication of next steps.
• Operational & Project Support:
  Track deadlines, action items, and project milestones; maintain task lists and status updates; assist with simple project plans and coordination across departments.
• Expense & Budget Administration:
  Process expense reports; assist with invoice coding and approvals; help monitor budgets and maintain accurate records for executive and project-related spending.
• Office & Systems Organization:
  Maintain digital filing systems, shared drives, and knowledge repositories; refine administrative processes to improve efficiency and information access.
• Confidential Support:
  Handle sensitive information and conversations with discretion; manage confidential documents and personnel-related materials securely.

• 2+ years of experience as an Executive Assistant, Administrative Assistant, or similar support role, preferably in a creative, events, hospitality, or agency environment.
• Advanced organizational and time-management skills, with the ability to prioritize competing demands and meet tight deadlines.
• Strong written and verbal communication skills, including professional email etiquette and polished document preparation.
• High level of professionalism, discretion, and sound judgment in handling confidential and time-sensitive information.
• Proficiency with Microsoft Office or Google Workspace (Docs, Sheets, Slides), calendar and scheduling tools, and basic project management platforms.
• Comfort working in a fast-paced environment with shifting priorities and frequent last-minute changes.
• Proactive, resourceful, and solutions-oriented approach, with the ability to work both independently and collaboratively.
• Ability to travel within Florida and occasionally out of state for meetings or events, as needed.
• Experience supporting events (corporate, social, or weddings) is preferred but not required.