What are the responsibilities and job description for the Executive Assistant to the Founder position at Sara Shala Design?
Executive Assistant to the Founder — Sara Shala Design · New York, NY
WHO WE ARE
Sara Shala Design is an independent New York-based jewelry brand known for its innovative designs and exceptional craftsmanship. The work is architectural and restrained, with pieces made to be worn every day and kept for good. Everything is designed in-house, working directly with setters, casters, and stone dealers. The collection is carried by select luxury retailers and has been featured in international press.
THE ROLE
We are seeking an exceptional Executive Assistant to serve as a trusted partner to the Founder and Creative Director, providing high-level support while managing priorities and ensuring the effective coordination of day-to-day operations.
The ideal candidate is smart, confident, highly organized and proactive, with exceptional judgment and a natural ability to anticipate needs. They remain composed as priorities shift, operate independently without daily direction, and interact confidently with contractors, production partners and clients.
RESPONSIBILITIES
- Manage the Founder's calendar, appointments, travel, and restaurant reservations, anticipating and resolving conflicts
- Protect the Founder's time: filter incoming requests and invitations, manage interruptions, and triage what needs her attention
- Draft correspondence, follow-ups, and routine communications for the Founder's approval, and send approved communications on her behalf
- Track deadlines, hours, and deliverables across contractors and production partners, follow up to keep projects on schedule, and flag overruns or delays
- Onboard new contractors: agreements signed and filed, brand materials delivered, working systems set up
- Prepare and send retailer invoices from the Founder's order details, track payment status, and follow up on outstanding invoices
- Conduct research as assigned and present organized short lists
- Coordinate logistics for meetings, shoots, industry events, and trade show engagements
- Handle personal and business errands in Manhattan, including the Diamond District, plus shipping, supplies, and studio operations support
- Maintain organized records and to-do systems, and prepare recaps and daily priority lists for the Founder
QUALIFICATIONS
- 5 years of experience supporting a founder, executive, or creative principal as an Executive Assistant or personal assistant
- Exceptionally organized, proactive and detail-oriented, with the ability to anticipate needs
- Confident and composed under pressure, adapting quickly to changing priorities
- Exceptional judgment and discretion; comfortable handling sensitive and confidential information
- Strong written and verbal communication skills; professional and warm with partners and clients
- Resourceful and solutions-oriented, able to take a project from start to finish with minimal guidance
- Based in New York City and able to work in person in Manhattan daily
TERMS
- On-site role in Manhattan
- Part-time independent contractor engagement
- $38–45/hour, depending on experience
What merged: bookings into calendar; time-protection and triage into one; drafting and sending into one; the two tracking bullets into one; errands and shipping into one; records and recaps into one.
Salary : $38 - $45