Administrative Assistant

Job Opportunity: Administrative Assistant

Boutique Interior Design Firm | Old Greenwich, CT

We are a specialized interior design firm focusing on high end residential and small commercial projects. We are seeking an Administrative Assistant who is exceptionally organized, meticulous, and a naturally proactive person to join our studio in Old Greenwich.

This is a hybrid role requiring 1–2 days per week in office, with remaining hours completed remotely. This position serves as the operational backbone of the studio, ensuring design visions transition smoothly from concept to completion through rigorous organization and follow through.

Key Responsibilities

• Communication Management: Stay on top of emails and correspondence to ensure no detail is missed and all vendor or project inquiries are addressed promptly.
• Project Logistics: Manage sample pick-ups and returns from local showrooms and vendors to ensure project timelines are met.
• Procurement Support:
• Process purchase orders for furniture, fixtures, and equipment (FF&E), ensuring all specifications are met.
• Tracking & Troubleshooting: Actively track orders, manage lead times, and resolve delivery or manufacturing issues as they arise.
• Project Coordination: Act as a primary point of contact for vendors (such as stone fabricators and woodworkers) to track orders and installation schedules.
• Financial Administration: Follow up on professional fees and maintain accurate records for project budgets and material allocations.

Qualifications

• Traits: You must be a naturally meticulous person who thrives on organization. Exceptional attention to detail is required to manage complex project specs and financial tracking.
• Technical Skills:
• High proficiency in Google Drive for file organization and collaborative document management.
• Proficiency in QuickBooks for financial tracking.
• Experience managing Design Files or similar project management software.
• Strong skills in spreadsheet tools for budget tracking and material allocations.
• AutoCAD experience is a plus.
• Experience: 2+ years of administrative experience. Interior design office experience is a plus, but not required.
• Requirements: Must have a reliable vehicle for local travel related to sample management and site visits.
• Location: Must be able to commute to Old Greenwich, CT 1–2 days per week.

How to Apply

Please submit your resume and a brief cover letter outlining your relevant administrative experience and why your organizational style is a fit for this role.

Job Types: Part-time, Contract

Pay: $20.00 - $30.00 per hour

Benefits:

• Flexible schedule

Ability to Commute:

• Old Greenwich, CT 06870 (Required)

Work Location: Hybrid remote in Old Greenwich, CT 06870