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Executive Assistant

NEW YORK STUDIO

EXECUTIVE ASSISTANT

APPARATUS is a New York-based designer and manufacturer of a distinctive catalog of high-end, high-touch lighting, furniture and objects. We produce both in-house and with the support of high-quality external partners; our catalog is sold globally.

This role provides comprehensive administrative and personal support to the Artistic Director and CEO, ensuring seamless execution of both business operations and personal matters. The Executive Assistant manages complex and ever-changing scheduling, coordinates communications, and handles confidential tasks with discretion while maintaining the highest standards of professionalism.

RESPONSIBILITIES

Business support and administrative management

  • Manage the Artistic Director’s calendar, including meetings, reviews, and studio appointments, with a proactive and strategic approach.
  • Oversee the Artistic Director’s inbox, ensuring timely follow-up, prioritization and clear communication across business and personal matters.
  • Coordinate domestic and international travel bookings, logistics, agendas, and itineraries.
  • Serve as a liaison between the Artistic Director and internal/external stakeholders, ensuring clear and professional communication.
  • Track and organize project timelines, presentations, and administrative workflows in partnership with studio leadership.
  • Prepare materials for meetings and presentations; take notes and follow up on action items.

Personal support and lifestyle management

  • Oversee personal scheduling, appointments, reservations, and errands with attention to detail and discretion.
  • Manage household vendors, deliveries, and general upkeep as needed.
  • Coordinate personal travel, holidays, and accommodations.
  • Manage personal finances, including tracking and paying invoices, coordinating with accountants and preparing materials for tax filings.
  • Assist with special projects related to events, gifting, or home organization.
  • Maintain confidentiality and act with integrity in all personal matters.

QUALIFICATIONS

  • Bachelor’s degree or equivalent experience.
  • Minimum 2 years of experience as an executive assistant supporting a C-level executive.
  • Background in luxury goods, design, art or creative industries strongly preferred.
  • Strong track record in fast-paced, high-pressure environments that demand excellence and efficiency.
  • Experience in a business that requires a team to execute the common vision, understands the value of the individual and the team.

SKILLS

  • Exceptional organizational and time-management skills with ability to manage multiple competing priorities simultaneously.
  • Superior written and verbal communication skills, with the ability to interact professionally with high-level executives, clients, and vendors.
  • Discretion and confidentiality when handling sensitive business and personal information.
  • Proactive problem-solving abilities and strategic thinking to anticipate needs and prevent issues.
  • Strong attention to detail and accuracy in all administrative tasks.
  • Adaptability and flexibility to handle changing priorities and urgent requests with grace under pressure.
  • Tech-savvy with proficiency in calendar management systems, email platforms, travel booking tools, and Microsoft Office Suite.
  • Cultural awareness and sophistication appropriate for interaction with design industry professionals and luxury clientele.
  • Ability to work independently with minimal supervision while maintaining high standards.
  • Professional demeanor and polished presentation suitable for representing the Artistic Director and APPARATUS brand.

WORK SCHEDULE

  • Full-time hours with flexibility to accommodate the Artistic Director’s schedule and business needs.
  • Occasional early mornings, evenings, and weekend availability required.

PERFORMANCE REVIEW AND CHECK-INS SCHEDULE

  • Regular check-ins.
  • Annual performance review.

This is a full-time position with competitive compensation and benefits. We are an Equal Opportunity Employer. Position is based in our New York studio. Must be legally authorized to work in the U.S. without sponsorship.

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When you apply to a job on this site, the personal data contained in your application will be collected by APPARATUS LLC (“Controller”), which is located at 124 West 30th Street NY, NY 10001 and can be contacted by emailing info@apparatusstudio.com.

Controller’s data protection officer is Rebecca Daly, who can be contacted at rebecca.daly@apparatusstudio.com. Your personal data will be processed for the purposes of managing Controller’s recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes. Such processing is legally permissible under Art. 6(1)(f) of Regulation (EU) 2016/679 (General Data Protection Regulation) as necessary for the purposes of the legitimate interests pursued by the Controller, which are the solicitation, evaluation, and selection of applicants for employment.

Your personal data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by Controller to help manage its recruitment and hiring process on Controller’s behalf. Accordingly, if you are located outside of the United States, your personal data will be transferred to the United States once you submit it through this site. Because the European Union Commission has determined that United States data privacy laws do not ensure an adequate level of protection for personal data collected from EU data subjects, the transfer will be subject to appropriate additional safeguards under [either the standard contractual clauses or the Privacy Shield]. You can obtain a copy of the standard contractual clauses by contacting us at rebecca.daly@apparatusstudio.com. 

Your personal data will be retained by Controller as long as Controller determines it is necessary to evaluate your application for employment. Under the GDPR, you have the right to request access to your personal data, to request that your personal data be rectified or erased, and to request that processing of your personal data be restricted. You also have to right to data portability. In addition, you may lodge a complaint with an EU supervisory authority.

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APPARATUS ("Company", "we" or "us") has issued this California Privacy Notice to describe how we handle Personal Information that we collect and process about job applicants who are residents of California (collectively referred to as "you") applying for a job at or working for APPARATUS.

We respect the privacy rights of individuals and are committed to handling Personal Information responsibly and in accordance with applicable law. This Notice sets out the Personal Information that we collect and process about you, the purposes of the processing and the rights that you have in connection with it. The California Consumer Privacy Act of 2018, including the California Privacy Rights Act of 2020 and any regulations promulgated thereunder (“CCPA”), provides California residents with specific rights regarding their Information. This Notice, which applies only to California residents, describes your rights under the CCPA, explains how you may exercise your rights, and provides an overview on the types of Personal Information we collect.

When appropriate we will provide a “just in time” notice or notice at collection to cover any additional processing activities not mentioned in this document.

If you have any comments or questions about this Notice, please contact us at hr@apparatusstudio.com

The CCPA defines “Personal Information” as information that identifies, relates to, describes, references, or is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. Data that has been de-identified, anonymized, or aggregated, or that otherwise cannot reasonably be related back to a specific person, is not considered Personal Information.

When making an application for employment or engagement with Company, we may process Personal Information about you and your dependents, beneficiaries and other individuals whose Personal Information has been provided to us.

The types of Personal Information we may process include, but are not limited to:  

  • Identification data – such as your name, gender, photograph, date of birth, Staff Member IDs.
  • Contact details – such as home and business address, telephone/email addresses, emergency contact details.
  • Employment details – such as job title/position, office location, employment contract, performance and disciplinary records, grievance procedures, sickness/time-off records.
  • Background information – such as academic/professional qualifications, education, CV/résumé, criminal records data (for vetting purposes, where permissible and in accordance with applicable law).

 

We may also process Sensitive Personal Information relating to you. The CCPA’s definition of Sensitive Personal information includes social security, driver’s license, state ID, or passport number; racial or ethnic origin; union membership; biometric information; and personal information concerning health, or sexual orientation ("Sensitive Personal Information"). We do not sell Sensitive Personal Information collected under this Notice.

If you are applying for a role at Company, then we collect and use your Personal Information primarily for recruitment purposes – in particular, to determine your qualifications for employment or engagement as an independent contractor and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks (where applicable) and to generally managing the hiring process and communicating with you about it.

If you are accepted for a role at Company, the information collected during the recruitment process may form part of your ongoing Staff Member record.

If you are not successful, we may still keep your application for internal reporting and to allow us to consider you for other suitable openings within Company in the future.