Administrative Assistant

Administrative Assistant

About Us
We are a fast-paced, luxury interior design firm specializing in new construction, bespoke residential design, and full-service client experiences. Our team thrives on creativity, collaboration, and excellence—and we are seeking an organized, energetic Administrative Assistant to help keep our designers and leadership supported every day.

Position Overview

The Administrative Assistant plays a vital role in ensuring the studio runs smoothly. This position requires strong multitasking skills, a proactive mindset, and a willingness to jump in wherever needed—from managing the office and assisting the owner to running errands, coordinating schedules, and supporting design projects. This is an in-office role with daily interaction across the team.

Key Responsibilities

Administrative & Office Support

Serve as the first point of contact in the office—welcoming vendors, clients, and delivery personnel.

Answer phones, manage email correspondence, and route messages promptly.

Maintain office organization, supplies, samples, and product libraries.

Assist with preparing design presentations, printing, scanning, and creating client packets.

Designer & Owner Support

Help designers with day-to-day tasks: pulling samples, organizing project binders, sourcing items, tracking orders, and coordinating pickups.

Assist the owner with scheduling, communication, reminders, and meeting preparation.

Support project installations by coordinating deliveries, helping pack/unpack items, and running on-site errands.

Errands & Run-Around Tasks

Daily errands such as picking up samples, returning items to vendors, sourcing materials, or delivering items to client homes.

Manage postal runs, shipping, receiving, and organizing incoming packages.

Transport items for events, client meetings, or design presentations as needed.

Event & Appointment Coordination

Schedule client appointments, vendor walkthroughs, site visits, and internal team meetings.

Assist in planning firm events, client celebrations, open houses, and team gatherings.

Coordinate calendars and ensure the team is informed and prepared for all appointments.

Project Coordination Support

Help track orders, monitor shipping statuses, and update designers on lead times.

Maintain spreadsheets, digital folders, and project documentation.

Assist with installations, punch lists, and on-the-fly solutions during busy project days.

Qualifications

Excellent communication and customer-service skills.

Strong organizational skills with the ability to manage multiple priorities.

Reliable transportation and comfort running errands frequently (mileage reimbursement provided).

Proficiency with Google Workspace, Microsoft Office, and basic project management tools.

Ability to lift and move light items during installs or event setups.

A positive, flexible attitude with a willingness to help wherever needed.

Ideal Candidate

Loves being the “go-to” person who keeps everything running smoothly.

Thrives in a fast-moving, high-standards environment.

Comfortable interacting with high-end clientele and trade partners.

Organized, polished, dependable, and proactive.

Enjoys working in a beautiful creative space and supporting a talented design team.