Executive Assistant & Office Manager

Job Description

Job Description

WHAT IS THE BRAND?

Mashburn is an Atlanta-based apparel and lifestyle brand founded in 2007. The company designs, manufactures, and markets a nationally recognized collection of menswear (Sid Mashburn) and womenswear (Ann Mashburn), and other high-quality, iconic brands. Mashburn aims to be the best in American style and service... a brand that offers luxury-quality product at accessible prices, delivered with a memorable customer experience, and driven by a deeply personal brand voice that expresses the passion and inspiration of our founders.

WHAT IS THE JOB?

The Executive Assistant & Office Administrator provides high-level administrative and operational support to the Co-Founders and Executive Team while managing day-to-day office operations. This role ensures the smooth functioning of the organization through effective communication, organizational efficiency, and proactive coordination of administrative tasks. Responsibilities include complex calendar and travel management, board support, office and facilities oversight, and assistance with employee engagement initiatives.

Working at the center of the organization, the Executive Assistant coordinates across internal teams, external partners, board members, and guests while maintaining the professionalism, discretion, and the hospitality that define the Mashburn brand. This role requires exceptional judgment, the ability to anticipate needs before they arise, and the confidence to manage competing priorities while ensuring that both day-to-day operations and special initiatives run seamlessly. The idea candidate is highly dependable, positive, detail-oriented, and comfortable operating in a fast-paced entrepreneurial environment where priorities evolve quickly, and no task is too small.

WHAT ARE THE RESPONSIBILITIES?

Executive Assistant Support

• Manage all scheduling and calendar coordination for co-founders
• Act as a thoughtful gatekeeper for the Founders' time, Managing scheduling requests, communications, and priorities with sound judgment.
• Prepare briefing materials ahead of meetings, media appearances, interviews, vendor visits, and external engagements.
• Schedule and coordinate professional and select personal appointments on behalf of the Founders.
• Keep track of key action items and follow-ups from meetings, helping ensure important priorities continue moving forward.
• Coordinate gifts and personal correspondence on the Founder's behalf.
• Providing email management for the Founders when necessary.
• Support the Founders by being the "protector" of their time in making sure that their schedules are reasonable and solidified.

Travel & Engagement Coordination

• Coordinate both business and personal domestic and international travel arrangements, including detailed itineraries and logistics.
• Support preparation for external engagements including media interviews, brand appearances, and industry events.
• Manage scheduling and hospitality for visiting partners, collaborators, guests, and internal company gatherings.

Office Administration and Facilities

• Serve as a welcoming and professional presence at headquarters.
• Help manage day-to-day headquarters operations to ensure office spaces are organized, stocked, and functioning efficiently.
• Order and maintain office, kitchen, and beverage supplies
• Coordinate with building management on facilities and maintenance needs
• Manage mail distribution, shipments, and deliveries.
• Oversee employee parking and guest parking logistics.

WHAT ARE THE ESSENTIAL SKILLS?

• Significant experience supporting Founders, executives, or senior leadership in a fast-paced environment.
• Exceptional organizational skills with the ability to manage multiple priorities and shifting schedules.
• Strong written and verbal communication skills with a professional and polished tone.
• Proficiency with Microsoft Office (Outlook) and Excel.
• Professional phone etiquette and able to interact effectively with executives, staff, board members, and external partners.
• Reflects our core values of Hopeful, Helpful, Hardworking, Humble, Hospitable, Nimble, and Honest.