Executive Assistant & Creative Operations Support

The Boulevard Collective is seeking a highly organized, resourceful **Executive Assistant & Creative Operations Coordinator** to support the Founder & CEO across executive administration, personal logistics, project coordination, creative operations, and day-to-day business management. This role is designed for someone who is comfortable working across multiple areas at once. On any given day, that may include managing the Founder’s schedule, coordinating travel, organizing project priorities, following up with a vendor, preparing materials for review, tracking a production order, or helping ensure that the right team member is handling the right task. A central part of the role is helping the Founder manage time, attention, and priorities effectively. The person in this position should develop a strong understanding of BLVD’s work, team, projects, and decision-making structure so they can confidently determine when something needs the Founder’s attention, when they can handle it independently, and when it should be delegated elsewhere. The ideal candidate brings strong executive support skills, project management experience, excellent organizational instincts, comfort working around creative teams, and the judgment to operate with a high degree of independence. ## **Key Responsibilities** ### **Executive & Personal Support** - Manage and maintain the Founder’s calendar, meetings, appointments, and scheduling priorities. - Coordinate business and personal travel, including flights, hotels, ground transportation, itineraries, and reservations. - Manage conference registrations, speaking engagements, professional events, and related logistics. - Track important deadlines, renewals, applications, registrations, memberships, and administrative requirements. - Maintain organized records for accounts, subscriptions, vendors, contacts, and services. - Assist with occasional personal administrative tasks and errands. - Prepare agendas, meeting materials, reminders, briefing notes, and follow-up items. - Help manage incoming requests and identify items requiring the Founder’s review, response, or decision. - Maintain awareness of upcoming commitments and proactively prepare the Founder for them. ### **Founder Support, Delegation & Follow-Through** - Develop a strong understanding of the Founder’s priorities, responsibilities, working style, and decision-making preferences. - Review incoming tasks and requests and determine the appropriate person to handle them. - Handle routine administrative and operational matters independently. - Delegate work to appropriate team members, contractors, or partners. - Track delegated work through completion and follow up where necessary. - Escalate strategic, financial, creative, relationship, or reputational decisions when Founder input is required. - Maintain visibility into outstanding requests, decisions, and commitments. - Help reduce unnecessary interruptions by organizing information and requests before they reach the Founder. - Anticipate upcoming needs and identify potential issues before they become urgent. - Keep open loops from getting lost across projects, conversations, and teams. ### **Project & Workflow Management** - Maintain a centralized view of active projects, deadlines, deliverables, owners, and next steps. - Turn conversations, meetings, and ideas into actionable tasks. - Assign and track responsibilities across internal team members, contractors, and partners. - Follow up on outstanding deliverables and project dependencies. - Maintain project management systems, dashboards, and internal trackers. - Flag approaching deadlines, bottlenecks, missing information, and pending decisions. - Create templates, checklists, workflows, and systems for recurring activities. - Help organize new initiatives as they move from concept into execution. - Maintain project documentation and historical records. - Support the development and upkeep of internal systems that improve visibility and accountability across the organization. ### **Creative & Brand Operations** - Maintain BLVD’s digital brand asset library. - Organize logos, photography, graphics, templates, presentations, brand guides, and other creative materials. - Maintain clear file naming, version control, folder organization, and archival systems. - Work comfortably with common creative file types, including **AI, EPS, SVG, PDF, PNG, JPG, PSD, and editable source files**. - Ensure approved assets and working files are clearly organized. - Package and distribute brand assets to vendors, partners, clients, and collaborators. - Maintain templates and standardized brand materials. - Coordinate signage, printed materials, merchandise, environmental graphics, and other physical brand applications. - Manage proofs, samples, mockups, print tests, and production approvals. - Conduct basic quality-control reviews of completed materials against approved designs and specifications. - Support the organization of creative work requiring Founder review or approval. - Maintain records of creative feedback, revisions, approvals, and final deliverables. ### **Procurement & Vendor Coordination** - Research printers, fabricators, suppliers, production partners, products, and service providers. - Request and organize vendor quotes. - Compare pricing, specifications, timelines, and production capabilities. - Coordinate purchases and maintain purchasing records. - Track orders, shipping, deliveries, backorders, proofs, and production timelines. - Maintain an organized database of vendors, suppliers, and service providers. - Coordinate signage, printing, branded materials, installations, equipment, event materials, and project-related purchases. - Assist with applications, permits, forms, and supporting documentation when required. - Communicate with vendors to resolve production, delivery, or quality issues. - Maintain records of quotes, invoices, purchase details, and project-specific procurement activity. ### **Systems & Information Management** - Maintain organized internal records and documentation across BLVD projects and operations. - Keep company files, shared drives, and project folders structured and current. - Maintain task and project information within Notion. - Help develop practical systems for managing recurring workflows, approvals, deadlines, and documentation. - Keep key information accessible to the Founder and relevant team members. - Support the development of SOPs, internal guides, templates, and reference materials. - Use AI tools such as ChatGPT or Claude where appropriate to assist with research, drafting, summarization, meeting notes, documentation, and administrative work. - Maintain appropriate discretion when handling confidential, proprietary, client, and personal information. ## **Qualifications** - 3+ years of experience in executive assistance, project coordination, creative operations, agency operations, production coordination, or a related role. - Strong executive calendar and scheduling management skills. - Experience coordinating business travel, events, conferences, and executive logistics. - Strong project management skills and the ability to manage multiple workstreams simultaneously. - Excellent judgment and comfort making decisions within established areas of responsibility. - Demonstrated ability to delegate, follow up, and keep work moving across multiple people. - Strong organizational skills and exceptional attention to detail. - Experience maintaining digital files, shared drives, project records, and asset libraries. - Familiarity with creative production workflows, brand assets, and common design file formats. - Experience coordinating with designers, printers, fabricators, marketing teams, creative agencies, or production vendors. - Experience with procurement, vendor management, signage, printing, merchandise, or physical production is strongly preferred. - Strong written and verbal communication skills. - Proficiency with **Notion** for project, task, and information management. - Proficiency with **ChatGPT, Claude, or comparable AI tools** and an understanding of how to use them effectively in professional workflows. - Strong proficiency with Google Workspace, including Gmail, Google Calendar, Google Drive, Docs, and Sheets. - Ability to learn new software and systems quickly. - High degree of discretion when handling confidential business and personal information. - Ability to work independently, prioritize effectively, and follow through without extensive supervision. ## **Very Helpful Experience** Experience with any of the following would be beneficial: - Airtable, ClickUp, Monday.com, similar project management platforms - Adobe Creative Cloud - Canva - Figma - Dropbox or digital asset management platforms - CRM or contact management systems - Travel and expense management platforms - Zapier, Make, or other workflow automation tools - Creative agencies, architecture firms, branding studios, development firms, or other project-based professional services environments Advanced graphic design skills are not required. Familiarity with creative processes, file formats, production workflows, and vendor coordination is more important. ## **The Person Who Will Thrive in This Role** The strongest candidate is naturally organized, proactive, and comfortable bringing structure to a fast-moving environment. You are someone who keeps track of details without losing sight of larger priorities. You follow through, close loops, and recognize when something is likely to become a problem before it does. You are comfortable making judgment calls within your area of responsibility and know when to ask for direction. You can work across executives, team members, contractors, vendors, and partners while keeping communication clear and professional. You also enjoy improving the way work gets done. When you notice a recurring issue, you are likely to create a better system, template, process, or method for managing it. Most importantly, you understand that your role is to help create greater focus, organization, and capacity around the Founder and the broader BLVD team. ## **Success in This Role** Within the first several months, success should look like: - The Founder’s calendar, travel, and major commitments are consistently organized. - Important deadlines, applications, renewals, and follow-ups are tracked. - Active projects have clear owners, deadlines, and next steps. - Tasks are consistently routed to the appropriate person. - Delegated work is followed through to completion. - Administrative and operational issues are resolved with minimal Founder involvement. - Project and company information is organized and easy to locate. - Creative assets and final files are properly maintained. - Creative work requiring Founder review is organized and easy to respond to. - Procurement, vendor relationships, quotes, production orders, and related documentation are centralized. - Recurring workflows are supported by clear systems and templates. - The Founder has more uninterrupted time available for strategy, creative direction, business development, partnerships, and leadership. ## **Why This Role Matters** The Boulevard Collective manages a growing portfolio of projects, brands, products, partnerships, and community initiatives. Strong coordination behind that work is essential to keeping the organization moving efficiently. The Executive Assistant & Creative Operations Coordinator will serve as a key operational partner to the Founder, helping connect priorities, people, projects, information, and day-to-day execution. As the role develops, this person will become a trusted resource across the organization and an important part of creating the operational structure that supports BLVD’s continued growth. Opportunities for increased compensation, full-time, work visa, and US-based travel is also available.