What are the responsibilities and job description for the Executive Assistant position at Studio Luddite?
Executive Assistant
Location: New York, NY
(Hybrid: 3-4 days per week in the NYC office)
About Studio Luddite
Studio Luddite is a New York-based boutique lighting design studio specializing in the creation of high-end, material-driven fixtures. We are in an exciting growth phase: building a new showroom, launching expanded product collections, and scaling both our custom and stock offerings for an international clientele of interior designers, architects, and trade partners. As our studio grows, we are seeking a highly organized and proactive Executive Assistant to work directly with the Founder and COO, supporting both creative and business functions.
Position Overview
The Executive Assistant will serve as a trusted partner to the Founder and COO, ensuring that priorities are managed, operations flow smoothly, and communication is clear across the studio's many moving parts. This role requires discretion, attention to detail, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced, entrepreneurial environment, balancing the organizational demands of a scaling business with the creative energy of a design studio.
Qualifications
- Prior experience as an Executive Assistant, Personal Assistant, or similar role, ideally in a creative or design-driven business.
- Exceptional organizational skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills.
- Discretion, professionalism, and reliability in handling sensitive information.
- Proficiency with productivity tools (Google Workspace, project management tools, spreadsheets).
- A proactive, adaptable mindset - able to anticipate needs and resolve challenges independently.
- An appreciation for design, architecture, or the creative industries is strongly preferred.
Key Responsibilities
Executive Support
- Oversee the Founder's calendar and daily priorities, including the scheduling of meetings, calls, and travel
- Research and synthesize information as needed, presenting insights, comparisons, and options in a concise, decision-ready format for the Founder and team.
- Serve as the first point of contact for inquiries directed to the Founder, triaging and prioritizing communication.
- Work directly with the Founder to manage showroom projects-including design needs, photo and film shoots, and events-while also handling quoting and coordinating with new vendors.
Operational Coordination
- Support the wider team by ensuring deadlines, documents, and communications are tracked and organized.
- Assist with the preparation of client communications, proposals, and presentations.
- Maintain organized digital and physical files, ensuring version control and easy reference.
- Manage practical studio needs as they arise - including printing, ordering supplies, arranging food for meetings, picking up materials, and running occasional errands - to keep day-to-day operations seamless.
Creative & Project Support
- Assist in coordinating product launches, showroom preparations, and design week events.
- Support research, sourcing, and vendor communication for materials, samples, and production needs.
- Collaborate with the Founder on correspondence, ensuring communications reflect the studio's tone and voice.
- Provide occasional support with social media scheduling, press inquiries, and marketing deliverables.
Administrative & Personal Support
- Oversee scheduling of personal and professional appointments as needed.
- Handle ad-hoc personal tasks to ensure the Founder can remain focused on creative and strategic work.