Hybrid Assistant – Executive Personal Support

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, focusing on artists from Europe and the Mediterranean region. The gallery regularly hosts exhibitions and private events, creating an engaging environment for collectors and art enthusiasts. This role is crucial for supporting a busy entrepreneur, executive, and artist, acting as their right hand to manage daily operations for both personal and business life, ensuring seamless workflow and time management.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: Hybrid, Chicago, IL and Northwest Indiana
• Pay: $55000–$65000 yearly
• Team: Reports directly to the Chief Executive Officer.
• Mission: To ensure seamless workflow and time management for the CEO by managing daily operations for both personal life and business.
• Tech Stack: Microsoft Office, Google Workspace, Zoom

What You’ll Actually Do
• Calendar & Travel: Manage the CEO’s calendar, schedule appointments, coordinate travel, and organize meetings, including preparation of agendas, materials, and follow-up actions.
• Correspondence & Records: Handle correspondence, screen calls and emails, maintain files and records, and ensure the CEO’s day-to-day activities run smoothly.
• Gallery Support: Assist with gallery-related tasks such as coordinating events, liaising with artists, clients, and vendors, and preparing presentations and documents.
• Personal Logistics: Manage personal shopping, dry cleaning, grocery shopping, general household errands, personal and household appointments, and pay personal bills.
• Financial Admin: Track expenses, manage receipts, assist with invoicing, and pay business invoices.

The Must-Haves
• Background: Executive. Proven experience as an Executive Assistant, Personal Assistant, or similar role, with relevant education or equivalent experience in administration, business, or arts management.
• Experience: Experience managing confidential information and personal logistics with discretion. Prior experience in galleries, creative industries, or luxury environments is a plus, demonstrating comfort interacting with clients, artists, and partners.
• Skills: Strong executive administrative and clerical skills, including document preparation and record-keeping. Eloquent written and verbal communication, presenting a polished appearance and maintaining a calm, pleasant demeanor while managing multiple tasks and deadlines. Absolute discretion and confidentiality, along with a reliable vehicle, valid driver’s license, and good driving record.
• Bonus: Familiarity with scheduling and project management tools. Comfort with pets (cats). Non-smoker preferred.