Executive Assistant

ABOUT THE deFIANT

The deFIANT is a boutique communications agency representing exciting clients across lifestyle, consumer products, fashion, and beauty. We’re seeking an exceptionally organized, detail-oriented Administrative Assistant & Office Coordinator to support our CEO/Founder, executive team, and daily agency operations.

This role requires someone who can manage competing priorities, keep track of the smallest details, and remain composed under pressure. The ideal candidate is resourceful, proactive, and dependable—someone who anticipates needs, asks thoughtful questions, and follows through without repeated reminders.

ABOUT THE ROLE

You will help keep a busy agency running smoothly, providing administrative and logistical support across a portfolio of approximately 10–15 clients. Your responsibilities will span executive scheduling, office management, client support, gifting and shipping, and coordination with contractors, celebrity management teams, and media contacts.

Success in this position requires excellent judgment, strong writing skills, discretion, and the ability to move quickly while maintaining accuracy. You should be comfortable shifting priorities, handling time-sensitive requests, and keeping multiple people and projects organized.

This is an in-office position requiring attendance five days per week.

KEY RESPONSIBILITIES

Executive and Administrative Support

• Work closely with the CEO/Founder on business and personal projects, handling assignments with professionalism, discretion, and care.
• Manage calendars, schedule calls and meetings, coordinate availability, and communicate changes promptly.
• Prepare meeting materials, organize information, take clear notes, and track action items through completion.
• Draft, proofread, and organize correspondence, documents, presentations, and other materials.
• Maintain accurate files, contact lists, records, and administrative systems.
• Handle sensitive company, client, and personal information with confidentiality.

Agency and Client Coordination

• Support the executive team with administrative needs across approximately 10–15 clients.
• Track deadlines, requests, deliverables, and follow-up items to help ensure nothing falls through the cracks.
• Coordinate logistics and communications involving clients, contractors, vendors, celebrity management teams, and media contacts.
• Keep relevant team members informed of progress, outstanding items, scheduling changes, and potential delays.
• Assist with administrative and logistical needs for meetings, events, and special projects as assigned.

Gifting, Shipping, and Tracking

• Coordinate gifting packages from preparation through delivery, including packing, labeling, shipping, and tracking.
• Verify recipient information, shipping addresses, package contents, and delivery requirements before dispatch.
• Maintain organized gifting and shipment trackers, including delivery confirmations, follow-up needs, and placement updates.
• Monitor shipments, troubleshoot delivery issues, and communicate updates promptly.
• Track product inventory and gifting supplies, flagging replenishment needs in advance.
• Support follow-up on gifting opportunities and document resulting placements or responses as directed.

Office Management and Daily Operations

• Help oversee the day-to-day operation of the office, maintaining an organized, professional, and welcoming environment.
• Order and replenish office, kitchen, and shipping supplies.
• Coordinate with service providers, vendors, and building contacts as needed.
• Receive and distribute incoming mail, packages, and deliveries.
• Prepare meeting spaces and assist with visitor and meeting logistics.
• Identify administrative bottlenecks and suggest practical ways to improve organization and efficiency.
  

QUALIFICATIONS

• Previous experience in an administrative assistant, executive support, office coordination, or comparable administrative role.
• Bachelor’s degree in communications, public relations, business administration, marketing, journalism, English, or a related field preferred.
• Excellent writing, editing, proofreading, and verbal communication skills.
• Exceptional organizational skills and meticulous attention to detail.
• Demonstrated ability to manage multiple assignments, competing deadlines, and frequent interruptions.
• Ability to remain calm, professional, and accurate under pressure.
• Strong follow-through and a consistent record of completing tasks on time.
• Sound judgment, discretion, and the ability to handle confidential information.
• Proficiency with calendars, email, spreadsheets, documents, and presentation tools, with the ability to learn new systems quickly.
• Experience in an agency, public relations, fashion, beauty, lifestyle, entertainment, or consumer products environment is a plus.
• Availability to work in the office five days per week.
  

WHAT SUCCESS LOOKS LIKE

• Calendars are accurate, meetings are coordinated, and changes are communicated clearly.
• Tasks, deadlines, shipments, and follow-ups are documented and consistently tracked.
• Written materials and administrative work are carefully checked before being shared.
• Time-sensitive requests are handled efficiently, with questions and potential issues raised early.
• The office is organized, supplies are stocked, and the team has the support it needs.
• The CEO/Founder and executive team can rely on you to take ownership of assignments and see them through.