Position Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a growing design-focused business and its owner. This role blends executive support, business operations, client coordination, light marketing, and personal assistance.
The ideal candidate is tech-savvy, dependable, visually inclined, and thrives in a fast-paced environment. This position plays a key role in keeping both business operations and personal tasks running smoothly.
Key Responsibilities
Executive & Administrative Support
- Manage calendars, appointments, and reminders
- Coordinate meetings and follow-ups
- Manage email inboxes, including:
- Filtering and deleting junk
- Flagging and prioritizing important messages
- Drafting and responding to emails as needed
- Handle general administrative tasks and ongoing follow-ups
Design Business Operations Support
Furniture, Fixtures & Equipment (FFE)
- Assist with sourcing FFE for design projects
- Track all FFE orders and delivery timelines using design studio software
- Maintain organized order logs and vendor records
- Provide clients with regular updates on order status and deliveries
Client Communication & Project Support
- Assist with client correspondence and updates
- Send project updates and order tracking information
- Support project organization and documentation within design systems
Social Media & Marketing Support
- Plan and manage a social media content calendar
- Respond to social media messages and comments
- Assist with editing videos and reels
- Edit and organize before-and-after photos for posting
- Help maintain brand consistency and visual storytelling
Personal & Lifestyle Support
- Research and book travel (flights, hotels, transportation)
- Schedule personal appointments as requested
- Assist with special projects, research, and ad-hoc personal tasks
Qualifications
- Proven experience as an Executive Assistant, Operations Manager, or similar role
- Strong organizational and time-management skills
- Excellent written communication skills
- Tech-savvy and comfortable using:
- Google Workspace and/or Outlook
- Project management tools
- Social media platforms (Instagram, Pinterest, etc.)
- Basic photo and video editing tools (Canva, CapCut, Adobe, etc.)
- High attention to detail with strong follow-through
- Ability to handle confidential information with discretion
Ideal Candidate
You are someone who is:
- Highly organized and self-directed
- Creative and visually minded
- Calm under pressure
- Excellent at juggling multiple priorities
- Comfortable working independently and remotely
- Passionate about design, branding, and client experience
