Executive Assistant & Marketing Associate

This role provides high-level administrative and coordination support across executive operations, marketing, and client experience. The position is responsible for ensuring day-to-day activities run seamlessly, supporting internal teams, and maintaining a polished and consistent brand presence across all touchpoints.

Key Responsibilities

Executive Assistant Tasks

Administrative Coordination

• Managing and coordinating meetings and appointments, including calendar updates and communication for the Principal
• Coordinating business and personal travel arrangements for the Principal (flights, hotels, reservations)
• Coordinating personal appointments, cards, and gifting needs for Principal

Financial Administrative Support

• Monthly time billing administrative support
• Assisting with project tracking data input and maintenance
• Monthly financial reporting administrative support

Special Projects

• Conducting research to support GSI growth initiatives, as directed by leadership
• Compiling findings into clear, organized spreadsheets and summaries
• Sharing information and insights in a structured and timely manner

Marketing & Operational Support

Marketing Content & Administration

• Capturing studio content and maintaining organized marketing assets in the database
• Updating slideshows, presentations, and marketing materials using established templates
• Maintaining marketing trackers, submissions, and databases (press, awards, content)
• Coordinating printing and ordering of marketing collateral
• Managing marketing contact lists (clients, vendors, press)

Digital Marketing Support

• Preparing and uploading content for social media
• Supporting image preparation (renaming, formatting) using database, INDD, and Canva
• Scheduling and implementing content in Later and assisting with captions

Special Projects

• Conducting research and coordination for marketing initiatives (events, venues, partners)
• Compiling information into clear summaries and spreadsheets

Client Experience & Brand Support

• Executing client retention outreach (cards and gifting)
• Coordinating branded gifting and ensuring timely, polished delivery

Studio / Brand Presentation

• Maintaining a polished, client-ready studio environment
• Organizing materials, samples, and storage
• Preparing branded materials for client and partner meetings

Qualifications

Education

• High school diploma or equivalent required; Associate or Bachelor’s degree in Marketing, Business Administration, Communications, Hospitality, or a related field preferred
• Relevant certifications in marketing platforms, office administration, or project coordination are a plus .

Experience

• 2+ years of experience in executive assistant, office administration, marketing coordination, or similar roles
• Experience supporting leadership and managing multiple priorities in a fast-paced environment preferred
• Familiarity with marketing platforms, content management systems, or design tools (Canva, InDesign, Later, etc.) strongly preferred
• Experience in a professional, client-facing, or luxury service environment is a plus

Skills

• Exceptional organizational and time-management skills with strong attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple responsibilities while maintaining accuracy and professionalism
• Strong interpersonal skills with a client-focused, service-oriented mindset
• Proactive problem-solving and ability to anticipate needs
• High level of discretion and confidentiality when handling sensitive information
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and marketing/design tools
• Ability to maintain a polished, professional presence aligned with brand standards

Physical Requirements:

• Ability to move throughout the studio and remain on feet for extended periods as needed
• Capability to lift and carry materials up to 25 lbs (samples, marketing materials, packages)
• Manual dexterity for handling materials, organizing assets, and using office equipment
• Ability to communicate clearly in person, by phone, and via digital platforms

Firm Info and Culture

Based in Philadelphia, Glenna Stone Interiors is the trusted firm for luxury homeowners who seek interiors defined by beauty, harmony, and radiance. Known for our award-winning, modern-meets-timeless aesthetic, we engage deeply with our clients and bring a 360-degree approach to both design and project management. Since 2010, we have served discerning clients across the greater Philadelphia area, Delaware, surrounding beach communities, and nationwide.

At Glenna Stone Interiors, we are fully engaged in our work every day. We listen with intent, create with purpose, and grow through challenges. We celebrate our successes as a team and find joy in turning what our clients believe is impossible into a dream realized. Our designs foster harmony, deepen connections, and enrich the human experience.

Equal Opportunity Statement

Glenna Stone Interiors is an equal opportunity employer committed to creating a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected classification under applicable laws.

Pay: From $20.00 per hour

Application Question(s):

• This is a part-time position working approximately 20 hours per week and requires regular in-office support in Philadelphia. Are you able to meet both the schedule and onsite expectations of this role?
• Please describe your experience supporting senior leadership, managing schedules or coordination tasks, and balancing multiple priorities in a fast-paced professional environment.
• Glenna Stone Interiors operates in a highly polished, luxury client-focused environment where professionalism, communication, discretion, and attention to detail are critical. Why do you believe you are a strong fit for this type of role and environment?

Work Location: In person