Job Description
The Independents Group is a global community for industry leaders across luxury and lifestyle, comprising Atelier ATHEM, Atelier LUM, BUREAU BÉATRICE, Bureau Betak & Bureau Future, CTZAR, INCA Productions, k2, Karla Otto, Kennedy, Kitten Production, Kitty Events, Lefty, Lucien Pagès Communication, PRODJECT, Sunshine and The Qode.
Providing clients with end-to-end solutions to become key culture brands, the group aligns a global perspective with on-the-ground, local insights. As such, the collective is powerfully positioned to offer streamlined strategy, creative services, talent partnerships, influencer marketing, communications and bespoke experiences for leading brands across key markets, by way of its presence in Milan, Paris, London, Munich, Barcelona, New York, Los Angeles, Hong Kong, Beijing, Shanghai, Singapore, Tokyo, Seoul, Dubai, Riyadh and Jeddah.
CONTEXT
The Independents is seeking a highly organized, proactive and discreet Assistant for one of their agencies, which is a leading international experiential consultancy and event production agency, specialized in creating innovative, bespoke, and cultural brand moments.
ROLE OVERVIEW
The Executive Assistant will mostly support the agency’s Founder, also the agency’s acting Creative Director and secondly the Managing Director.
This role requires exceptional multitasking abilities, strong communication skills, and the ability to navigate a fast-paced and dynamic work environment.
The agency delivers more than 50 global projects per year for high level clients and the effectiveness of the role will ensure that the productivity of the agency is maximised, enabling the directors to focus on delivering brilliant projects and business growth.
The ideal candidate will be comfortable liaising with high-profile clients, stakeholders, collaborators and have experience of doing so in previous roles.
Our network includes CEOs, CMOs, Creative directors, royal families, esteemed artists, architects and more.
KEY RESPONSIBILITIES
Executive Support
* Manage the Directors’ complex calendars, scheduling meetings, and prioritizing appointments.
* Communicate effectively with high-level clients and stakeholders.
* Communicate with the Independents group on high level matters – stepping in for the directors as required and in their absence.
* Coordinate international and domestic travel, including flights, accommodation, itineraries, and visa requirements.
* Prepare and edit reports, and correspondence.
* Handle confidential and sensitive information with the utmost discretion.
* Provide additional administrative and personal assistance to the Founder, including managing certain personal affairs as needed.
* Support legal and financial matters as required, ensuring efficiency and confidentiality.
* The role might require some international travel from time to time to key territories (US, Europe, Middle East, Asia).
Operational & Administrative Support
* Oversee office operations, ensuring smooth day-to-day functionality and liaising with the Office Manager.
* Liaise with finance, HR, and legal teams to support company processes.
* Support recruitment processes, including coordinating interviews.
Required Skills & Experience
* Proven experience as an Executive Assistant, Personal Assistant, or similar role
* Strong organizational skills with meticulous attention to detail and an ability to manage multiple tasks.
* Excellent communication and interpersonal skills, with the ability to interact confidently with senior executives and clients.
* High levels of discretion and professionalism, handling confidential matters with integrity.
* Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint/Keynote) and other digital tools.
* Fluency in English; additional language skills, especially Arabic, Italian, Mandarin, Japanese or French, are a plus.
* A proactive mindset, capable of anticipating needs and solving problems efficiently.