Design & Executive Assistant

Design & Executive Assistant

Mission

Support the owner by ensuring every project is accurately documented, quoted, ordered, scheduled, and communicated before being handed off to production. This role is responsible for creating organization from the information gathered during the design and sales process, so projects move seamlessly from client approval to production.

Primary Responsibilities

Sales & Design Support

• Assist with preparing quotes and proposals
• Gather and organize project information from client meetings
• Ensure measurements, specifications, fabric selections, hardware choices, and design notes are complete and accurate
• Prepare project documentation for production handoff
• Double-check project details before orders are submitted
• Help maintain client files and project records

Client Communication & Scheduling

• Manage the owner's calendar
• Contact clients to schedule consultations, site visits, and follow-up appointments
• Confirm appointments and maintain scheduling efficiency
• Monitor incoming emails and ensure timely responses
• Follow up with clients regarding outstanding decisions or information needed

Vendor & Trade Support

• Communicate with vendors regarding pricing, samples, lead times, and product information
• Set up and maintain trade accounts
• Order samples and materials
• Assist with sourcing fabrics, trims, hardware, and design resources

Administrative Support

• Organize email communications and prioritize action items
• Create and maintain spreadsheets and tracking documents
• Prepare documents, presentations, and reports
• Run business-related errands when needed
• Accompany the owner on job-site visits when necessary

Marketing & AI Support

• Organize project photos
• Learn AI tools to clean up images and create professional presentations
• Assist with social media content and marketing projects
• Support portfolio and project documentation efforts

Personal Assistant Support

• Handle occasional personal errands and administrative tasks
• Assist with travel planning and appointments when needed

What Success Looks Like

The right person will:

✅ Ensure every project is complete and accurate before reaching production

✅ Reduce the amount of administrative work handled by the owner

✅ Keep the owner's calendar organized and optimized

✅ Ensure clients receive prompt communication

✅ Anticipate needs and solve problems before they become issues

✅ Become the trusted second set of eyes on every project

The Ideal Candidate

• Exceptionally organized
• Detail-oriented and process-driven
• Excellent communicator
• Comfortable working with luxury clientele
• Able to juggle multiple priorities without dropping details
• Tech-savvy and eager to learn AI tools
• Professional, polished, and dependable
• Self-starter who does not need constant direction
• Enjoys supporting a creative entrepreneur

Software Skills Needed

· Proficient in Excel and Microsoft Office

· Proficient in Contact Management System, Housecall Pro preferred

· Proficient in Project Management Systems, Notion Preferred

Experience Industry’s Preferred

• Interior design
• Residential construction
• Remodeling
• Window treatments
• Kitchen & bath
• Home furnishings
• Luxury service businesses

$55,000- 60,000 base salary with the Quartey bonuses if we hit our sales and accuracy.

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 2 years (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person