Administrative Assistant

Brobston Group; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

TOM FORD BEAUTY is seeking a polished Administrative Assistant to support the SVP, Global Image, VP Creative, and the wider Creative Department in New York. The role combines executive support, calendar management, and cross‑functional coordination in a fast‑paced, high‑visibility environment.

You will anticipate needs, maintain discretion, coordinate complex travel, meetings, and events, and partner with HR on onboarding and IT tickets.

Qualifications

• 3+ years of experience supporting a senior executive
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Teams/Zoom)

Responsibilities

• Support SVP, Global Image, VP Creative and department leadership
• Manage complex calendars across time zones and priorities
• Arrange domestic and international travel and itineraries
• Coordinate meetings, events, and logistical details
• Oversee department communications and onboarding/offboarding logistics
• Process expense reporting and approvals

Skills

Executive support

Calendar management

Communication

Time management

Discretion

Education

Bachelor's degree or equivalent experience

Tools

Outlook

PowerPoint

Excel

Teams/Zoom

Job description

Description

ADMINISTRATIVE ASSISTANT

TO THE SVP, GLOBAL IMAGE, VP 2D CREATIVE AND CREATIVE DEPARTMENT

Global Creative Department | New York, NY

TOM FORD BEAUTY is seeking a polished, resourceful, and highly organized Administrative Assistant to support the SVP, Global Image, VP, Creative, and the broader Creative Department. This role provides executive support, manages complex calendars and priorities, coordinates meetings, and serves as a key point of contact for internal and external partners. The ideal candidate anticipates needs, exercises discretion, and keeps a fast‑paced team organized and moving forward with confidence and precision. Success requires sound judgment, exceptional attention to detail, and the ability to navigate a demanding, collaborative, and highly visible organization.

Key Responsibilities

Executive Partnership & Calendar Leadership

• Oversee day‑to‑day operations of the SVP and VP, managing multiple priorities with urgency and efficiency
• Manage complex calendars, including multiple time zones, daily meetings, senior leadership requests, and manage and balance competing priorities
• Maintain visibility into the broader leadership calendar so timing is aligned and anticipate scheduling conflicts and downstream impacts – proactively recommend solutions, protect focus time, and ensure the SVP and VP are prepared for each commitment
• Coordinate high‑volume internal and external meeting requests, vet priorities, confirm attendees, manage logistics, and communicate changes with tact and urgency
• Handle sensitive and confidential information with discretion, maturity, and sound judgment
• Willingness to support occasional early‑morning or evening needs based on executive and business priorities
• Coordinate and plate lunch for the CEO and as needed, assist the SVP with lunch arrangements according to their preferences and schedules

Travel, Events & High‑Touch Support

• Arrange and manage domestic and international travel, including flights, accommodations, ground transportation, itineraries, changes, visas, and contingency planning
• Remain composed and solutions‑oriented when priorities change or unexpected issues arise

Creative Department Administration

• Maintain department calendar and coordinate recurring team meetings, leadership meetings, department updates
• Manage meeting and event logistics, including catering, room setup, technology, and last‑minute adjustments
• Coordinate department communications, announcements, and information with clarity and appropriate urgency
• Support onboarding and offboarding logistics for new hires, freelancers with HR and department leadership
• Support department IT tickets / office services tickets needs
• Coordinate expense reporting in accordance with company policies, ensuring documentation is complete and approvals to stay on track using Concur and AMEX. (Corporate Cards and CMC Card)
• Maintain department contact lists, department references, calendars, and shared team resources

Qualifications

• 3+ years of experience supporting a senior executive, preferably an SVP, President, or C‑suite leader
• Experience in highly collaborative industry preferred
• Exceptional written and verbal communication skills with confidence to interact with leadership
• Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Teams or Zoom
• Bachelor's degree preferred or equivalent relevant experience.

Key Competencies

• Exceptional calendar strategy and time management
• Proactive anticipation and follow‑through
• Calm under pressure and adaptable to change
• Resourcefulness, accountability, and practical problem‑solving
• High attention to detail with a service‑oriented mindset