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 incredibly high production values.
POSITION
Van Wyck & Van Wyck is seeking a highly organized and proactive Assistant Project Manager & Executive Assistant to support private events and our company principal, Mimi van Wyck. This dual-role position is based in our
Charleston, SC office and will be approximately 60% project coordination and event production support, and 40% executive and personal assistance.
The ideal candidate is detail-oriented, discreet, articulate, and thrives in a fast-paced creative environment. Responsibilities include supporting event execution, managing logistics and timelines, maintaining operational workflows, and ensuring the principal’s day-to-day priorities are met seamlessly. This is a full-time, in-office position with occasional travel (~1x/month) to event sites.
Responsibilities
This role reports directly to the principal and offers opportunities for growth within a creative, high-touch environment. The primary responsibility of the Executive Assistant & Assistant Project Manager is to contribute to the company's success by providing support to the private event team and ensuring that the principal operates efficiently and productively.
Day-to-day responsibilities include, but are not limited to:
- Manage complex travel arrangements, including flights, accommodations, and documentation
- Maintain executive calendar and proactively coordinate meetings, appointments, and logistics
- Attend and document client/vendor meetings; distribute summaries and action items
- Draft and manage emails, calls, and inquiries on behalf of the executive
- Track priorities and deadlines; create and maintain follow-up systems
- Liaise with vendors and external partners; conduct vendor research as needed
- Support event logistics, including expense tracking, invoice processing, and onsite coordination
- Maintain office systems and digital/physical file organization
- Review and code business and personal expenses
- Perform all other duties to support the executive’s productivity and effectiveness
- Assist with personal projects, home-hosted events, and gifting for clients, family, and staff
Required Qualifications/Skills
Candidates must work independently and demonstrate strong anticipatory skills. Required qualifications include:
- Bachelor’s degree from a four-year accredited institution
- 1–3 years in executive or personal support roles. Event exposure is a plus!
- Excellent written and verbal communication skills
- Strong command of Microsoft Office Suite (Outlook, PowerPoint, Excel, Word); AutoCAD is a plus!
- Experience with both Mac and PC
Key Competencies:
- Poised, polished, and professional presence
- Strong organizational and multitasking abilities
- Discreet and sound judgement; strong problem-solving skills
- Highly detail-oriented with proactive foresight
- Consistently anticipates needs, identifies potential issues before they arise, and takes decisive action without waiting for direction
- Flexible and adaptable in a fast-paced, evolving environment
- Positive, team-oriented attitude with a service mindset
Van Wyck & Van Wyck and Workshop are proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender (including gender identity or expression), transgender status or gender dysphoria, pregnancy, childbirth or related medical conditions, sexual orientation, marital status, domestic violence, sexual violence or stalking victim status, ancestry, national origin, alienage or citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, unemployment status, familial status, caregiver or partnership status, or other protected status
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