Personal and Executive Assistant
25 days ago
New York
Dream Office of Imaginary Friends is searching for a Personal/Executive/Studio Assistant to support Sharon Chang and Tomo Rrow. Sharon Chang and Tomo Rrow are two expressions of the same person — closely connected, but operating in different modes. Sharon is the visionary who built the DOIF ecosystem, while Tomo is the artist who focuses on her studio practice. Your role will be to support the full spectrum of this work, knowing when to lean into logistics and when to hold space for curiosity, process, and creative flow. WHO YOU ARE You’ve thrived in environments where fast pace, high performance, and consequential decisions are the norms—but now you're looking for something with a little more balance. You're ready for a job where high-performance is rooted in wisdom and maturity, high-stakes are about making an impact instead of chasing power, and high-stress is something to avoid rather than seek out. You’re no rookie. You’ve got experience supporting high-level individuals, and you’ve learned what works for you—what you’re great at, and what energizes you. You know your calling is to be an indispensable assistant. Work isn’t the only important thing—you don’t want to get a call at 2am on a Saturday—but you also know that this line of work requires a 24/7 mindset. You’re the type of person who anticipates needs before they arise, finds order amidst necessary chaos, and adapts to change with ease. No task is too small, and every detail matters. You’re an intuitive problem solver who reads situations and people well, and you handle relationships with discretion and professionalism. You also recognize that this is a rare opportunity—supporting someone who truly values balance and intentionality—and you’re ready to contribute your skills to make a meaningful difference in both their life and yours. YOUR SKILLS The ideal candidate for this role brings at least 5-7 years of experience, has a passion for organized living, and is ready to be part of something special: • Master Organizer: You know how to manage multiple tasks at once while staying calm and focused. Whether it's a packed calendar, coordinating travel, or organizing a last-minute meeting, you're always thinking ahead and making sure everything runs smoothly., • Adaptable & Solution-Oriented: Things change—and you don’t flinch. You stay grounded under pressure, adjusting quickly and making thoughtful decisions with emotional intelligence and intuition. When challenges come up (as they always do), you don’t just put out fires—you bring creative, proactive solutions with a sense of calm that helps everyone else breathe a little easier., • Communicator Extraordinaire: You excel at connecting with all kinds of people—whether it's Sharon/Tomo, a high-level CEO, or the person picking up coffee. You communicate with clarity, empathy, and professionalism, always balancing approachability with discretion., • Tech-Savvy & Resourceful: You’re comfortable with the tools that keep things organized—Microsoft Office, Google Suite, Zoom, Slack, Asana, and the like. You're also excited about learning new tech that makes work more efficient (i.e. you love ChatGPT but use it with caution), • Self-Starter: You don’t wait around to be told what to do. You're proactive, anticipate needs, and take initiative to get things done, even without someone looking over your shoulder., • Detail-Oriented & Diligent: You understand that success is in the details. You spot the small things others may overlook and ensure everything—whether it’s a file or a meeting—is handled with care., • Discreet & Trustworthy: You handle sensitive information with complete confidentiality and integrity, building trust with the people you support through discretion and respect., • Team Player & Leader: While you're excellent on your own, you're also comfortable managing part-time help when necessary, stepping into leadership roles when needed and ensuring the team functions as a well-oiled machine., • Resilient & Balanced: You know when to work hard and when to take a step back. While flexibility is key, you also believe in maintaining healthy boundaries so you can be at your best without burning out. THE ROLE As Sharon and Tomo’s trusted right hand, you’ll be at the center of both their professional and personal lives. This role is about ownership—knowing what’s in your lane, holding the thread, and making sure nothing gets dropped. Some responsibilities will ramp up or down depending on the season, but your consistency, attention to detail, and follow-through will be constant. Below are the main responsibilities — some clearly belong to Sharon or Tomo, while others will naturally blur between the two. If the scope of work calls for it, you’ll have the option to bring on part-time or project-based support to help carry it out. SHARON: • Executive Calendar Management: Own scheduling —set up meetings, manage scheduling conflicts, prep materials, and help maintain a balanced, intentional calendar., • Board & Advisory Coordination: Manage communication and logistics for Sharon’s board and advisory roles, including scheduling, prepping documents, tracking deliverables, and following up with key stakeholders., • Meeting Prep & Follow-Up: Attend meetings as needed, take detailed notes, track action items, and follow through to ensure nothing slips through the cracks., • End-to-End Travel Coordination: Manage all travel logistics (flights, accommodations, transportation, itineraries) for both business and personal trips. Ensure every detail is accounted for so travel is smooth and stress-free., • Health & Wellness Support: Schedule medical appointments, manage insurance-related tasks, coordinate wellness needs, pick up prescriptions, and help prioritize Sharon’s well-being., • Personal Task & Errand Management: Handle personal errands, maintain to-do lists, and offer daily reminders to keep Sharon’s day on track., • Household Management: Act as the main point of contact for Sharon’s household—manage vendors, house managers, repairs, maintenance, seasonal changes, and renovations., • Document & File Organization: Manage digital and physical files for personal, legal, and financial documents. Keep everything up to date, secure, and accessible., • Tracking Expirations & Renewals: Monitor and manage renewal dates for memberships, IDs, credit cards, vehicle registrations, and more—ensuring everything is current and nothing falls through the cracks., • Research & Vendor Outreach: Research new opportunities and tools, identify potential collaborators or vendors, conduct outreach, and manage communications to bring new ideas to life., • Finance & Budgeting: Track and organize expenses and receipts across all areas of life and work. Manage the monthly billing cycle: gather invoices, prepare summaries, and coordinate payments. Work with the Operations team on budgets and forecasting. TOMO: • Project Support: Track timelines and deliverables for creative projects, including–but not limited to–films, fabrications, installations, and collaborations. Research fabrication methods and materials. Liaise with creative partners, vendors, and collaborators. Manage contracts, invoices, and other project-related documentation. Develop and format presentations to support proposals or exhibitions, • Studio Asset Management: Maintain organizational systems for both digital and physical assets, including hard drives (film footage, design files) and prototypes in various materials. Implement protocols for archiving and cataloging studio work, • Artistic and Studio Support: Provide medium-specific assistance (e.g., preparing canvases, wedging clay, mixing plaster). Support production of medium- and large-format works, including moving/positioning pieces during sessions and between studio spaces. Organize and maintain studio space, including sourcing tools and materials, ordering supplies, and cleaning/tidying after sessions. Document artwork through photography and cataloging, • Marketing and Distribution: Research and identify appropriate channels for medium-specific exhibition, installation, performance, and digital distribution. Conduct outreach to curators, venues, and media platforms. Support visibility efforts through social media and other promotional avenues JOIN US! If you’re ready to play a pivotal role in a supportive, dynamic, and meaningful environment, we’d love to hear from you. To apply, please send your resume and a cover letter answering all of the following questions to : • What are you looking for in your next job? What attracted you to this one?, • What are the circumstances that allow you to do your best work?, • In a crisis or under stress, or overextended, what comes up for you?, • How do you interpret “how you do anything is how you do everything?”, • Explain how you prioritize your work in the context of what’s urgent vs. what’s important. Give examples., • Choose a movie character you most resemble; then choose one you aspire to be like. Explain your choices.
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