Executive Assistant Operations Manager

We are working with a luxury interior design firm seeking a highly organized, proactive, and creative individual to join their team as an Executive Assistant and Marketing Director. This role involves providing administrative and marketing support to the company’s Principal and Lead Designer, ensuring efficient operations and successful marketing campaigns in a fast-paced environment.

Job Title: Operations Manager

Job Description:

You will oversee administrative and operational functions, ensuring the smooth day-to-day execution of tasks and aligning processes with the overall vision of the company. Reporting directly to the Principal, this role requires excellent organizational, communication, and problem-solving skills while fostering a proactive and professional approach within a fast-paced and exclusive interior design company.

Responsibilities

Administrative:

• Manage administrative duties, including time-billing, expense tracking, scheduling, and email correspondence on behalf of the Principal.
• Oversee office organization, supply management, and the maintenance of digital and physical files.
• Coordinate vendor communications, sample returns, and shipping/receiving tasks.
• Support the team with project tracking, timelines, deliverables, and design material preparation.
• Provide general administrative support, including greeting visitors, answering calls, and preparing client presentation materials.
• Collaborate with procurement and accounting teams for accurate documentation and financial processing.
• Ensure confidentiality and handle sensitive information with professionalism.

Operations:

• Fully manage FF&E installations by coordinating schedules, preparing detailed floor plans and installation kits, and overseeing all logistical components to ensure flawless execution.
• Direct studio operations by maintaining a productive environment, overseeing facilities upkeep, and identifying and implementing process improvements to enhance operational efficiency.
• Act as the primary client liaison during project execution, delivering exceptional communication, meeting luxury service standards, and ensuring alignment with design excellence.
• Lead the adoption and integration of project management software to streamline workflow, improve organization, and reinforce team productivity.

Bookkeeping and Accounting:

• Assist in overseeing financial transactions, invoicing, and accounts payable/receivable.
• Support in reconciling budgets and tracking project-related expenses.
• Coordinate with the accounting team to ensure accurate and timely financial reporting.

Qualifications & Skills:

• Enthusiastic, proactive, and energetic approach with a creative mindset.
• Proficiency in Microsoft Office Suite and project management software; experience with Bluebeam and A.I. tools is a plus.
• Strong organizational and multitasking abilities to manage competing priorities and deadlines.
• Basic competence in accounting principles or bookkeeping and experience working with financial documentation.
• Strong communication, interpersonal, and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Prior experience in a luxury design, real estate, or architecture setting is highly desirable.

This is an excellent opportunity for a motivated professional to thrive in an innovative and high-end interior design environment, shaping impactful solutions while supporting operational and accounting excellence.

Qualified candidates are encouraged to apply and bring their talents to this exciting design collaboration!