Hybrid Assistant

Job Description

Personal Assistant to Chief Executive Officer | Hilton Contemporary

The Tone:
This is a full-time, hybrid role at Hilton Contemporary, located in Chicago, IL and Northwest Indiana. Hilton Contemporary is a fine art gallery specializing in contemporary paintings, sculpture, works on paper, and photography, with a focus on artists from Europe and the Mediterranean region, hosting public exhibitions and private events. This role is crucial for supporting a busy entrepreneur/executive/artist, ensuring seamless workflow and efficient time management for both personal life and business. The ideal candidate will bring positive energy and a joyful demeanor, aiming for a career within the organization rather than just a job.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: Hybrid, Chicago, IL and Northwest Indiana
• Pay: $55000–$65000 yearly
• Mission: Ensure the CEO’s personal and business operations run smoothly through comprehensive administrative and personal support.
• Tech Stack: Microsoft Office, Google Workspace, Slack, Zoom

What You’ll Actually Do
• Calendar Management: Manage the CEO’s calendar, scheduling appointments, prioritizing commitments, and anticipating time and resource needs.
• Travel Coordination: Coordinate all travel arrangements, including booking flights, hotels, and creating detailed itineraries for domestic and international trips.
• Administrative Support: Handle correspondence, screen calls and emails, maintain files and records, prepare documents, and assist with basic reporting and bookkeeping.
• Gallery Operations: Assist with gallery-related tasks such as coordinating events, liaising with artists, clients, and vendors, and preparing presentations and materials.
• Personal Logistics: Manage personal shopping, dry cleaning, grocery shopping, household errands, personal appointments, home maintenance, and pay bills.

The Must-Haves
• Background: Proven experience as an Executive Assistant or Personal Assistant, demonstrating the ability to handle confidential information and personal logistics with absolute discretion. Relevant education or equivalent experience in administration, business, or arts management is preferred.
• Experience: Solid Executive Administrative Assistance skills to support a busy executive, coupled with comprehensive Personal Assistance experience and robust diary management capabilities.
• Skills: Eloquent written and verbal communication, professional phone and email etiquette, high level of organization, attention to detail, ability to manage multiple tasks and deadlines calmly. Proficiency with office productivity tools and comfort interacting with clients, artists, and partners is required. Must be comfortable with pets (cats), possess a reliable vehicle and valid driver’s license with a good driving record, and uphold loyalty and confidentiality.
• Bonus: Prior experience in galleries, creative industries, or luxury environments. Non-smoker preferred.