Executive / Personal Assistant (Events) - Hirewell

Executive / Personal Assistant (Events)

Van Wyck & Van Wyck is a highly regarded environmental design and event production firm headquartered in New York City. We produce bespoke celebrations ranging from stunning weddings on beaches and mountaintops to international destination experiences.

www.vanwyck.net

Workshop designs and produces engaging events that communicate a brand's message. We build experiences that create compelling content, heighten brand loyalty, and influence purchase behavior.

www.workshopworldwide.com

Our two sister companies are distinguished by innovative designs and an unsurpassed level of service, with over 20 years of experience in the field. We are a dynamic, creative, and growth-oriented team with exceptionally high production values.

POSITION

Van Wyck & Van Wyck is seeking a highly organized and polished communicator for an Executive / Personal Assistant (Events) role. This role supports private events and works in close partnership with a founding principal of the company, Mimi van Wyck.

This is a dual-role position, with primary responsibility supporting event production and project coordination, alongside dedicated executive and personal support. The role requires comfort working 1:1 with a senior leader, managing shifting priorities, and operating independently in a non-traditional, home-office environment.

This role is not siloed. Responsibilities shift based on event timelines and executive priorities. While the role offers exposure and growth in both project management and executive support, success depends on exceptional written communication, strong judgment, discretion, and the ability to seamlessly balance multiple workstreams without constant oversight.

This role is based in our Charleston, South Carolina office and is approximately 60% project coordination and event production support, and 40% executive and personal assistance.

This is a full-time, exempt, in-office position with occasional travel, approximately once per month, to event sites. Hours vary based on event ramp-up, travel, and executive needs, and candidates should be comfortable with this reality.

RESPONSIBILITIES

This role reports directly to the principal and plays a critical role in both event execution and executive effectiveness. The Executive / Personal Assistant (Events) supports private events while ensuring the principal's priorities, communications, and logistics are managed with precision and discretion.

This role requires comfort handling both professional and personal matters with discretion and without rigid boundaries between responsibilities.

Responsibilities include, but are not limited to:

Executive & Personal Support
Manage complex domestic and international travel arrangements, including flights, accommodations, and documentationMaintain and proactively manage the executive calendar, anticipating conflicts and shifting prioritiesDraft, edit, and manage written communications on behalf of the principalTrack deadlines, follow-ups, and commitments across multiple workstreamsReview, code, and reconcile business and personal expensesSupport personal projects, home-hosted events, gifting, and special initiatives for clients, family, and staff
Project Management & Event Support
Support event production timelines, logistics, and deliverablesAttend client and vendor meetings; capture notes and distribute clear written summaries and action itemsLiaise with vendors and external partners; conduct vendor research as neededTrack event-related expenses and invoicesSupport on-site event execution and travel as required
Operational Support
Maintain organized digital and physical file systems within the home officeBuild and maintain systems that ensure work moves forward efficientlyAnticipate needs, identify potential issues early, and take action without waiting for instructionHandle sensitive information with discretion and sound judgment
PAY & BENEFITS AT VAN WYCK & VAN WYCK

This position has an annual base salary range of $100,000 to $150,000. Actual compensation within this range will be determined based on the candidate's skills, experience, education, and other job-related factors permitted by law. In addition to base salary, employees may be eligible for other benefits that impact overall compensation or total rewards. Other benefits include:

Paid Time Off (PTO): Enjoy flexible, discretionary PTO to balance your work and personal life, with manager approval and proper coverage

Health Insurance: Comprehensive health benefits include medical, dental, and vision plans, with significant company contributions to premiums and options for FSA or HSA

One Medical and Talkspace Memberships: Complimentary memberships providing primary care and mental health support

401(k) Retirement Plan: Participate in a retirement savings plan with pre-tax and Roth options after six months of employment with a discretionary company match

Cell Phone Stipend: Receive a $100 monthly phone reimbursement after three months of employment

Commuter Benefits: Take advantage of our pre-tax commuter benefits program to save on transit and parking expenses

Gym Reimbursement: Stay fit with a $400 annual gym reimbursement, available to those enrolled in our health insurance plan

REQUIRED QUALIFICATIONS/SKILLS

Candidates must work independently and demonstrate strong anticipatory skills. Required qualifications include:
Bachelor's degree from an accredited four-year institutionExcellent written and verbal communication skills1-3 years in executive, personal, or high-touch support rolesExposure to events, hospitality, or production environments strongly preferredStrong command of Microsoft Office Suite (Outlook, PowerPoint, Excel, Word); AutoCAD a plusComfortable working across both Mac and PC platforms
KEY COMPETENCIES
Polished, professional, and upbeat presenceStrong organizational skills and ability to manage multiple priorities simultaneouslyDiscretion, sound judgment, and high emotional intelligenceHighly detail-oriented with strong follow-throughProactively anticipates needs and resolves issues before escalationAdaptable and calm in a fast-paced, evolving environmentService-oriented mindset with a strong sense of ownership
*Please do not stop by our office unannounced to inquire about the role. All communications will be handled by our Director of Talent in our NYC office.

Van Wyck & Van Wyck and Workshop are proud to be Equal Opportunity Employers. We do not discriminate on the basis of race, color, ethnicity, creed, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, childbirth, breastfeeding or related medical conditions, reproductive health decision-making, marital status, partnership status, familial status, caregiver status, domestic violence, sexual violence or stalking victim status, national origin, ancestry, citizenship or immigration status, age, disability, arrest or conviction record, genetic information or predisposition, military or veteran status, lawful source of income, unemployment status, height or weight, hair texture or protective hairstyles, credit history, or any other status protected under applicable federal, state, or local law.