Executive Assistant Full Time

At The Hanging House, we don’t just create events—we craft seamless, high-impact brand experiences that leave a lasting impression. Behind every successful operation is a strong, strategic support system, and we’re looking for an Executive Assistant to join our team and support Chief Creative Officer and Chief Operating Officer in achieving excellence.

As an Executive Assistant, you will be the right hand to the CCO & COO, ensuring smooth day-to-day operations, handling high-level administrative tasks, and acting as a key liaison between internal teams and external stakeholders. If you thrive in a fast-paced environment, excel in organization and communication, and can maintain confidentiality with precision, we want to hear from you!

Your Mission

• Manage and optimize CCO’s & COO’s schedules, meetings, and travel for seamless efficiency.
• Serve as a trusted liaison, ensuring clear communication between the Management and stakeholders.
• Provide high-level administrative support, from preparing documents to handling correspondence.
• Contribute to strategic projects, offering research and insights to aid decision-making.
• Maintain a well-organized, efficient, and confidential workflow for executive operations.

Key Responsibilities

Administrative & Executive Support

• Manage calendars, appointments, and travel for CCO & COO, ensuring optimal scheduling.
• Handle emails, calls, and correspondence, responding professionally on behalf of executives.
• Prepare and edit reports, presentations, and official documents as required.
• Assist in the preparation of meetings, including agenda planning, minutes, and follow-ups.
• Provide personal assistance to Board Members as needed, ensuring smooth daily operations.

Meeting Coordination & Strategic Support

• Organize internal and external meetings, ensuring seamless logistics and preparedness.
• Attend meetings as required, taking detailed notes and providing concise summaries.
• Conduct research and analysis, compiling insights for strategic decision-making.
• Support special projects and process improvements across different departments.
• Support preparation for speaking engagements and Public Relation commitments.
• Assist in preparing presentation decks with meticulous attention to client branding details and nuances.

Travel & Logistics Management

• Arrange complex travel itineraries including flights, accommodations, visas, and transportation.
• Handle travel expense reporting and ensure timely reimbursements.
• Troubleshoot travel issues proactively to ensure a hassle-free experience for Board Members.

Communication & Confidential Liaison

• Act as a key link between Management and internal/external stakeholders.
• Draft and edit correspondence, presentations, and reports with clarity and discretion.
• Handle sensitive and confidential information with the utmost professionalism.

Office & Operations Management

• Maintain an efficient and well-organized office environment.
• Oversee office supplies, IT support coordination, and administrative operations.
• Implement systems and workflows to enhance overall efficiency.

What We’re Looking For

• 5+ years of experience as an Executive Secretary or similar high-level administrative role.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of discretion, professionalism, and confidentiality.
• A proactive and adaptable approach to supporting executives in a dynamic environment.
• Experience supporting 2 or more c-level executives simultaneously.